Record Retention and Workday

A lot of processes used by WSU are changing. However, when the University switches to Workday, the record retention policy will not change. Record retention requirements apply to all WSU records, including paper files, digital copies, or records in Workday.

The record owners will remain the same and the records will be retained within Workday, under the same retention schedule that exists today. The WSU BPPM 90.01 includes schedule tables for a variety of University functions such as payroll records, administrative operations, and purchasing records.

Records retention is required by WSU policy and Washington state law to preserve files which have potential administrative, legal, and historical research value. Workday comes into play with retention. Workday is the approved system for storing documents, such as invoices and HR personnel documents.

Examples of University records and files may include the following:

• Annual reports
• Grant proposals and final reports
• Communication between University employees about decision making and policy
• Committee records, minutes, agendas, reports, position papers, recommendations, and related correspondence
• Publications like newsletters and brochures
• Photographs of personnel and facilities

To view the records retention schedule used in areas such as the Controller’s Office, view BPPM 90.01.

Scanning documents

Paper documents can be scanned. The imaging system scanning the paper must meet the state’s minimum quality requirements. If the requirement is met, and the paper document is non-archival, then the scanned image may be retained as the original and the paper copy may be destroyed. Otherwise, the user will be responsible for retaining the paper copies for the full retention period required for the records series. Refer also to BPPM 90.21: Imaging University Records.

Fujitsu scanners are recommended because they work best with Workday and include Paperstream IP software, which can clean up images. Read more about scanners for regular images and fragile or irregularly shaped images.

Still have questions? Check out the FAQ article about record retention, or contact the Procedures, Records, and Forms Office at prf.forms@wsu.edu or 509-335-2005.