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Business Services

Record Destruction Procedures

I. For Primary University Records (those records created or received in the course of University business):

  • To destroy primary University records in any format (paper, electronic, audio, etc.) you must submit a Destruction Request Form, which must be fully signed prior to disposal of the records.
  • Locate the appropriate record series on the CWU General Records Retention Schedule or your office unique records retention schedule and enter the corresponding Disposition Authority Number in the DAN column of your destruction request.
  • If you need help identifying an appropriate record series, contact Kerrie Nelson , Forms & Records Analyst II, at x2308.
  • On Campus Shred Service is provided every two weeks.

**Records pertaining to ongoing or pending audits, litigation holds, or judicial or public disclosure proceedings must not be destroyed until the issue is resolved**

II. For Secondary Copies:

  • In most cases secondary copies are for administrative use only and can be destroyed prior to the retention period of the primary record.
  • If the records are documenting financial or legal transactions, our Internal Auditor recommends that office keep their copies for 1 year for audit purposes to avoid having to gather the originals from other offices (i.e. Purchasing, Accounting, Travel).

III. Records That Can Be Destroyed WITHOUT a Signed Destruction Request Form:

The State refers to these as “Administrative Materials with No Retention Value”

  • Secondary copies of Primary University Records (Read about Secondary Copies, above), and
  • Records the State Records Committee categorizes as “Administrative Materials with No Retention Value”. These include:
    • Information-only copies or extracts of documents distributed for reference or convenience, such as announcements or bulletins.
    • Miscellaneous notes that do not have legal or fiscal value, including phone message slips.
    • Copies of published materials.
    • Undistributed or extra copies.
    • Blank forms not subject to audit.
    • Preliminary drafts.
    • Routing slips.
    • Transmittal memos.
    • Published reference materials received from outside sources.
    • Stocks of publications.
    • Copies of inter- or intra-agency memoranda, bulletins or directives of a general information and non-continuing nature.

All records containing confidential information must be shredded – including secondary copies.

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