WSU Special Collections: Records Retention Schedule

Through effective records management, the archives staff an ensure that University records of continuing legal, administrative and historical value will be preserved and made accessible to all who need them, and that unnecessary records will undergo systematic and responsible disposal.

University records are the records created in the course of official activities of University officers and offices. These records are the property of Wichita State University. They do not include, for example, such materials as personal correspondence unrelated to University business, personal research, lecture notes, or records pertaining to personal membership in or work done for professional associations.

The retention schedules below list many types of records that are common to all offices. In addition, they give advice on what to keep, how long to keep it, and when, to throw it away or to send it to the Archives. Always check departmental policies for longer retention requirements. Once records are in the archives, information about them will be made available in the library catalog and in the Archival Collections section of this web site.

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Record Type	Description	Schedule
Accounts Payable Records	Documents related to payment for goods and services: vouchers, correspondence, invoices, ledger books and cards, etc. Comments: See also Ledgers--General, Vouchers and Requisitions--Purchase, Vendor Files, Bid Records, and Purchasing Records.	Retain three fiscal years and then destroy.
Accounts Receivable Records	Documents related to the collection of payments due the agency: copies of invoices, correspondence, DA forms 32, etc. Comments: See also Vouchers, Receipts.	Retain three fiscal years and then destroy.
Activity Report Records	Internal documents used to compile statistics on agency activities: traffic reports, activity logs, etc. Comments: See also Employee Time Report Records.	Retain two fiscal years and then destroy.
Adding Machine or Calculator Tapes	Master tapes produced on business machines during bookkeeping. Comments: May be destroyed immediately unless required to document associated records--then retain in conjunction with those associated records.	See comments.
Annual and Special Reports	General and specific reports on agency activities.
Applications for Examination	Standardized form developed by the Department of Administration-Division of Personnel to determine if an applicant to take an application is qualified to take an examination for a specific classified position.	Retain three calendar years and then destory.
Architectural Plans, Drawings, Maps, and Specifications	Records documenting the physical plant of the agency.	Retain until no longer useful, then transfer to the archives.
Audit Reports	Results of audits conducted by the Legislative Division of Post-Audit and other state and/or federal auditing agencies.	Retain five fiscal years and then deposit in archives. Top
Banking Records	Bank statements, deposit books and slips, check registers, and canceled checks.	Retain three fiscal years and then destroy.
Batch Transmittal Forms	Completed forms used to transmit documents for mass computer input--includes both DA forms 199 and/or equivalent internal documents.	Retain in conjunction with transmitted documents, then destroy.
Bid Records	Documents related to request for proposals, bids, quotations, or estimates. Comments: See also Purchasing Records, Vouchers and Requisitions, Accounts Payable Records, Contracts, and Vendor Files.	Retain five fiscal years and then destroy.
Budget Preparation Files, Annual	Documents used in the preparation of the annual agency budget: correspondence, draft budget requests, computer records, notes, and other miscellaneous materials. Comments: Contact the archives for appraisals--if not accepted for transfer to the archives, then destroy.	Retain five fiscal years. See comments.
Budget Requests and Appeals, Annual	Copies of budgets submitted yearly to the state legislature for approval and subsequent appeals: DA forms 400 through 518 and associated supporting documents.	Retain five fiscal years and then deposit in archives.
Building and Grounds Maintenance Records	Documents associated with repairs and other maintenance to the physical plant of agency--does not include Work Orders and Logs (q.v.). Comments: Retain records of minor maintenance activities for three fiscal years, then destroy. Retain records of major maintenance activities for ten fiscal years, then contact the archives for appraisal--if not accepted for transfer to the archives, then destroy.	See comments. Top
Capital Improvement Projects Files	Records related to construction projects: correspondence, bids, specifications, plans, drawings, reports, notes, etc. Comments: See also Architectural Plans, Drawings, and Specifications.	See comments. Retain until no longer useful, then transfer to the archives.
CASK Reports: Daily Financial	Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Central Accounting System--Kansas. Comments: Retain until no longer useful, then destroy. Includes DAD001, DAD002, DAD003, DAD004. DAD005, DAD006, DAD007, DAD011, DAD013, and DAD014. Schedule does not apply to originals maintained at Division of Accounts and Reports.	See comments.
CASK Reports: Monthly Financial	Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Central Accounting System--Kansas. Comments: Includes: DAM001, DAM002, DAM004, DAFPMO4, DAM005, DAM010, DAM0011, DAM013, DAM014, DAM116A, and DAM2XX series. Schedule does not apply to originals at Division of Accounts and Reports.	See comments. Retain until no longer useful, then destroy.
CASK Reports: Yearly Financial	Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to agencies in the Central Accounting System--Kansas. Comments: Includes: DAY025, DAY068, DAY201, and DAY202. Schedule does not apply to original reports maintained at Accounts and Reports.	See comments. Retain until no longer useful, then destroy.
Committee and Conference Files	Records relating to the establishment, organization, membership, policies, activities and accomplishments of internal, interagency, and advisory committees and conferences. Comments:Retain 3 calendar years, then transfer to the archives fur purging.	See comments. Retain 3 calendar years, then transfer to archives.
Computer System Documentation	Records related to the development, implementation, modification, and use of computer programs and systems. Comments: Retain and dispose of in conjunction with associated computer programs and systems.	See comments.
Contracts	Legal agreements with individuals and organizations. Includes all association documents, eg. DA-146 series. Comments: Retain until expiration of contract plus five calendar years, then destroy. See also: Purchasing Records, Vendor Files, Accounts Payable Records, Bid Records, and Vouchers and Requisitions.	See comments.
Correspondence--Policy related	Incoming and outgoing letters and memoranda that state or form the basis for policy, set precedent, or record important events in the operational and organizational history of the agency. Comments: Retain in office 5 calendar years, then transfer to the archives for purging.	See comments.
Correspondence--Routine	Incoming and outgoing letters and memoranda which pertain only to routine matters handled in accordance with existing policy and procedures: requests for information, letters of transmittal, etc. Comments: Retain until no longer useful, then destroy.	See comments. Top
Deeds for Real Estate	Legal documents pertaining to the ownership of real property by state agencies.	Retain permanently or transfer to the archives.
Employee Personnel Files	Documents associated with the employment of specific personnel: employee evaluation forms, applications for employment, INS Residence Status forms, and other personnel materials. Comments: Retain original file or abstracted work history for length of employee's tenure, plus ten years, then transfer files to archives.	See comments. Deposit in archives.
Employee Personnel Files--Office Copies	Copies of documents in agency's Employee Personnel Files associated with employment of specific personnel (applications, evaluations, etc.) maintained for convenience of reference.	Retain for length of employee's tenure plus five calendar years, then destroy.
Employee Position Descriptions	Formal descriptions of duties and other characteristics of particular employment positions: DA forms 281-2 and supporting documents.	Retain until superseded plus three years, then destroy.
Employee Time Report Records	Recording documenting time worked by individual employees on a daily, weekly, or monthly basis: time sheets, time cards, attendance reports, absence reports, sign-in/out sheets, etc. Comments: Internal agency forms. See also Leave Requests.	Retain ten fiscal years and then destroy. (Revised 5/21/2004 per WSU General Counsel.)
Employee Withholding Allowance Certificates	Internal Revenue Service W-4 forms completed by employees to establish rate of tax to be withheld from paychecks. Comments: Retain until no longer in effect, then destroy provided four years have passed since date tax was due or paid (whichever is later.)	See comments.
Employment Applications--Not Hired	DA forms 203 and supplementary materials submitted by unsuccessful applicants for employment.	Retain three calendar years and then destroy.
Equal Employment Opportunity Grievance Files	Documents related to discrimination charges concerning employment made against an agency and subsequent investigations.	Retain five years after grievance is settled, then transfer to the archives.
Equal Employment Opportunity Plans	Documents related to agency compliance with laws regulations concerning EEO/AA plans including the agency characteristics plan.	Retain five calendar years and then deposit in archives.
Equipment Maintenance and Ownership Records	Documents related to the legal ownership and maintenance of agency equipment: legal titles, warranties, maintenance logs, etc. Comments: Retain for the life of the equipment, then transfer to the new owner of the equipment or destroy as appropriate. See also Equipment Operation Records, and Vehicle Ownership and Maintenance Records.	See comments.
Equipment Operation Records	Documents related to the use of agency equipment (eg. photocopy logs, check-out forms, use requests forms, etc.), including photocopiers, typewriters, computers, calculators, adding machines, etc. Comments: See also Equipment Ownership and Maintenance Records.	Retain three fiscal years and then destroy.
Expendable Items Supply Requests, Internal	Documents used by subordinate organizations to order expendable supplies form central supply rooms.	Retain three fiscal years and then destroy. Top
Grant Files	Variety of documents dealing with applications for federal and private grants and the implementation of those received.	Retain five years after the end of the grant period, then transfer to the archives.
Hearing and Meeting Transcripts and Electronic Media Recordings	Records of agency hearings and other meetings: Transcripts, audiotapes, videotapes, notes, etc. Comments: Retain until no longer useful, then contact the archives for appraisal--if not accepted for transfer to the archives, then destroy.	See comments.
Imprest Fund	Documents related to the administration and accounting of the imprest fund which allows an agency to use a local bank account as authorized by statute: DA form 152--'Checkbook Record--Imprest Fund.'	Retain three fiscal years and then destroy.
Inventory Records, Expendable Property	Records of receipts, disbursements, and balances of office supplies and other expendable inventory materials.	Retain for three fiscal years and then destroy.
Inventory Records, Non-Expendable Property	Records related to capital equipment inventory management: DA forms 80 through 83, computer reports from the Department of Administration, internal documents, correspondence, etc.	Retain until superseded by new inventory plus three fiscal years, then destroy. Top
Kansas Public Disclosure Commission Statements of Substantial Interest	Agency copies of statements of substantial interest requested on a yearly basis and filed with the Secretary of State's office.	Retain one calendar year and then destroy.
KIPPS Reports	Computer reports concerning agency payroll issued on a periodic basis from the Division of Accounts and Reports to agencies in the Kansas Integrated Payroll System. Comments: See also Payroll Warrant Register, Time and Leave Reports, Agency Payroll Charges Reports, Funding Charges for Adjustments, and Annual and Sick Leave Reports. Not applicable to the Division Account and Reports.	Retain three fiscal years and then destroy.
Leases, Real Property and Capital Equipment	Documents related to the leasing of real estate and equipment.	Retain until superseded or inactive plus five calendar years, then destroy.
Leave Requests	Internal forms used to request and authorize the taking of leave by employees. Comments: See also Employee Time Report Records.	Retain three fiscal years and then destroy.
Ledgers, General	General records maintained by agencies of financial reports and expenditures normally used to monitor, manage, and verify agency budget. Comments: This series includes only internal documents.	Retain three fiscal years and then transfer to archives.
Legislation Reference Files	Copies of bills, drafts of legislation, copies of statutes, notes, correspondence, and other miscellaneous documents related to various legislative activities. Comments: Retain until no longer useful, then contact the archives for appraisal--if not accepted for transfer to the archives, then destroy.	See comments. Top
Mailing Lists	Lists of names and addresses to whom mail is regularly sent.	Retain until updated, then destroy.
Memoranda of Understanding or Agreement, Inter-Agency	Formal agreements reached between state, local, and/or federal agencies. Comments: Retain until agreement becomes inactive plus five calendar years, then contact the archives for appraisal--if not accepted for transfer to the archives, then destroy.	See comments.
Minutes	Proceedings of regular or special meetings of committees, commissions, and other standing or ad hoc organizations.	Retain until no longer useful, then transfer to the archives. Top
Payroll Adjustment Records	Copies of documents and supporting materials used to make adjustments in agency payroll accounts: forms AR-9, AR-10, DA-10, DA10A, DA-21 series, DA-171 through 177, DA-251 through 262. Comments: This schedule does not apply to copies of these records maintained by the Division of Accounts and Reports. See also Payroll Deduction Authorization Records.	Retain three fiscal years and then destroy.
Payroll Deduction Authorization Records, General.	Documents used to authorize various deductions from an employee's pay: insurance enrollments, GHI enrollments, KPERS enrollments, KPERS Annual Account Statements, dues deductions forms, etc. Comments: Retain until superseded or no longer in effect plus one calendar year, then destroy. This schedule does not apply to W-4 forms (q.v.) or Payroll Direct Deposit Authorization Record (q.v.)	See comments.
Payroll Direct Deposit Authorization Records	Completed forms used to authorize direct deposits of payroll checks in employee bank accounts.	Retain until no longer in effect plus two years, then destroy.
Payroll Warrant Registers	Monthly listing of warrant checks issued to state agency employees for payroll purposes.	Retain three fiscal years and then destroy.
Petty Cash Records	Documents related to petty cash accounting: DA-71 through 73.	Retain three fiscal years and then destroy.
Photographic and Video Materials	Photo-prints, negatives, slides, films, and videotapes. Comments: Retain until no longer useful, then contact the archives for appraisal--if not accepted for transfer to the archives, then destroy.	See comments.
Policy and Procedures Manuals and Statements	Original copies of formal explanations of agency polices and procedures issued in collective manual or individual statement formats.	Retain until superseded or no longer in effect, then transfer to the archives.
Postal Records	Records concerning the use of the U.S. Postal Service and express companies: Mailing logs, postage purchase reports, registered mail receipts, express company receipts, mailing permits, etc.	Retain for three fiscal years and then destroy.
Press Releases	Public information issued to the news media.	Retain until no longer useful, then transfer to archives.
Programs and Invitations	Documents related to official agency functions.	Retain until no longer useful, then transfer to the archives.
Property Disposition Records, Non-Expendable	Copies of DA forms 110 and supporting documents used to remove capital equipment from the agency inventory.	Retain three fiscal years and then destroy.
Purchase Requests, Internal	Documents used by subordinate organizations to request purchases of goods and services through the agency central purchasing office.	Retain five fiscal years and then destroy.
Purchasing Records	Documents related to the purchase of goods and services: correspondence, vouchers, invoices, ledger books and cards, requisitions, etc.	Retain five fiscal years and then destroy. Top
Receipts Records, Cash	Records of cash received by the agency: receipt slips, receipt books, receipts ledgers, etc.	Retain three fiscal years and then destroy.
Records Management Records	Documents related to the management of agency records including completed survey forms, inventories, and other miscellaneous materials such as correspondence or reference materials. Comments: Retain survey forms and inventories until superseded, then contact the archives for appraisal of other documents--if not accepted for transfer to the archives, then destroy.	See comments.
Request for Access to Records	Documents related to requests for access to state agency records and agency responses prepared pursuant to KSA 45-218.	Retain until no longer useful, then destroy. Top
Schedules, Office Activities	Internal forms and calendars used to schedule employee or office activities (calendars and appointment books, etc.)	Retain until no longer useful, then destroy.
Scrapbooks and Albums	Collection of miscellaneous documents regarding agency activities. Comments: Retain until no longer useful, then contact the archives for appraisal--if not accepted for transfer to the archives, then destroy.	See comments.
Speeches and Writings	Notes, drafts, and final versions of agency related speeches, articles, talks, and other formal public communications published or given at meetings and conferences.	Retain until no longer useful, than transfer to archives.
STARS Reports: Daily Financial	Computer reports regarding agency financial status issued on a daily basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. Comments: Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8010, DAFR8120, DAFR8210, DAFR8420, DAFR8101, etc.	See comments.
STARS Reports: Monthly Financial	Computer reports regarding agency financial status issued on a monthly basis from the Division of Accounts and Reports to agencies in the Statewide Accounting and Reporting Systems. Comments: Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290, DAFR8300, DAFR8280, DAFR8070, DAFR8101, etc.	See comments.
STARS Reports: Yearly Financial	Computer reports regarding agency financial status issued on a yearly basis from the Division of Accounts and Reports to the Statewide Accounting and Reporting Systems. Comments: Retain until no longer useful, then destroy. Schedule does not apply to originals maintained at Accounts and Reports. Replaces the old CASK Reports. Includes: DAFR8290. DAFR8101, DAFR7680, DAFR8120, DAFR8210, etc.	See comments.
Statements of Lost Warrants	Copies of DA form 6 used to request re-issues of lost warrants.	Retain current fiscal year and then destroy. Top
Telephone and Visitor Logs	Registers recording incoming and outgoing telephone calls, and visitors to the agency. Comments: Retain until no longer useful, then contact the archives for appraisal--if not accepted for transfer to the archives, then destroy.	See comments.
Telephone Billing Records, KANS-A-N	Copies of computer billings received from the Department of Administration and supporting documents concerning the use of the KANS-A-N telephone service.	Retain three fiscal years and then destroy.
Travel Request and Authorization Records	Records related to employee travel: DA forms 25 (Request for Out of State Travel) and various internal documents. Comments: See also Travel Vouchers and Vehicle Operation Records.	Retain three fiscal years and then destroy. Top
Vehicle Maintenance and Ownership Records	Documents related to the legal ownership and maintenance of agency vehicles: maintenance logs, legal titles, warranties, etc. Comments: Retain for the life of the vehicle, then transfer to subsequent owner or destroy as appropriate. See also Equipment Ownership and Maintenance Records.	See comments.
Vehicle Operation Records	Documents related to the use of state-owned motor vehicles: MP forms 1a, 2c, 3a, 3b, 10, 20, and internal agency forms.	Retain three fiscal years and then destroy.
Vendor Files	Records concerning purchases from specific vendors: invoices, correspondence, vouchers, ledger books and cards, etc. Comments: See also Vouchers and Requisitions, Purchasing Records, Bid Records, Contracts, and Accounts Payable Records.	Retain five fiscal years and then destroy.
Vouchers and Requisitions, Purchase	Copies of documents used to order and pay for goods and services: DA forms 100 through 109 and DA 120. Comments: This schedule includes all variations of the above forms mentions, eg. DA-120 and DA-120P.	Retain five fiscal years and then destroy.
Vouchers, Journal	DA forms 35 series used to adjust financial account balances.	Retain three fiscal years and then destroy.
Vouchers, Receipts	Copies of documents used to transfer funds received by agencies from individuals and organizations into their particular accounts: forms DA-3 series.	Retain three fiscal years and then destroy.
Vouchers, Travel	Copies of documents used to certify the validity of claims for the reimbursement of travel expenses: DA forms 121, 122, and 123. Comments: Includes all variations of forms, eg. DA-121E and 121R, etc.	Retain three fiscal years and then destroy.
Word Processing Files	Electronic copies of documents produced with word processing programs. Comments: When electric documents are only copy, disposition must be on an approved schedule. When used to produce hard copy that is maintained according to approved schedule--delete when no longer useful.	See comments.
Work Orders and Logs	Internal documents used to request and record requests for the performance of maintenance or other services.	Retain three fiscal years and then destroy.