Records Management
WMU Archives Record Management
The Archives collects historical and permanently valuable records, as defined through the University's retention and disposal schedule. The retention and disposal schedule is a guideline for determining which records must be retained permanently.
If in doubt about which records to send to the Archives, contact the Director or Archives Curator. Contact Freight, Postal, and Delivery about the physical transfer of records to the Archives.
Guidelines and Forms
- Guidelines for Sending Records to the University Archives
- Guide for WMU Business Records
- University Records to Archive or Records Transfer/Disposal Form
Retention and Disposal Schedule
| Item Description | Normal Period of Retention | Referral (destination) |
| Minutes: Of staff meetings, committees or other groups functioning for the office. | 3 years | Archives |
| Correspondence. | 3 years | Archives |
| Reports, Annual Reports, or reports prepared on department activities. | 3 years | Archives |
| Policies, Procedures, Regulations: Official that concern office operations. | 3 years after expiration | Archives |
| Publications, Catalogues, Bulletins | While useful | Archives |
| Budget Material: Office copies of records prepared for the budget, such as Budget Allotment Summary, Personal Service Lists, Budget Request Data, and correspondence and information relative to budget adjustments. | Audit | *Destroy |
| Cash Receipts: Copies of cash receipts, cash reports, payable vouchers, data processing runs. | Audit | *Destroy |
| Telegraph and Telephone: Billing and payment records (including those in special grants), records of long distance calls, etc. | Audit | *Destroy |
| Payroll: Attendance Record, Time Reports, Time Sheets, etc. | Audit | *Destroy |
| Maintenance: Requisitions and Delivery Reports for office equipment, supplies, etc. | Audit | *Destroy |
| Personnel Records: Files kept on department personnel for the convenience of the office, but not an official personnel file. | While useful | Notify Archivist for review |
| Student files: (Student academic file) | 5 years after last activity | *Destroy |
| Photographs, recordings, programs, etc. prepared in the course of official social functions or official activities | While useful | Archives |
| Brochures, Books, Periodicals, Newsletters (any official publication of the University) | Two copies of all publications are to be sent to Archives at the time of first issue. It is the responsibility of the office to see that this is done. | |