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WKU Records Management Program
General Records Schedule
The State University Model Records Retention Schedule commonly called the General Records Schedule, is a tool for the staff and faculty of the Kentucky's public universities and to KCTCS institutions to use when managing the records in their offices. It lists common records series created by most units in the university, gives an assessment of their value by indicating when (and if) those records should be destroyed. The General Records Schedule provides administrative and support staff with the necessary information needed to administer unit records in an efficient and cost-effective manner. The records schedule is maintained, revised and approved by the Kentucky Department for Libraries and Archives. The University Archivist and Records Officer is authorized to retain any record that he or she deems to have archival value.
If university personnel have questions, they should contact the records officer here at WKU.
The State University Model Schedule is now available in PDF form.
Revision Date: September 16, 2008
The major changes are noted below.
ADDITIONS
U0124 - General Records, Policies & Procedures
U0239 - U0241 - Fiscal Records
U2100 - U2144 - Electronic & Related Records
U2200 - Development Office Donor Records
REVISIONS
U0413 - Counseling Files - increase retention from 5 years after graduation to 7 years after last contact, change based on Kentucky Revised Statutes
DELETIONS
General Records - Miscellaneous Section
U0121 Interlibrary Loan Request File USE U0509
General Records - Fiscal Section
U0200 Budget Allocations File USE U0238
U0201 Budget Change Forms File USE U0238
U0202 Budget - Departmental Operating USE U0238
U0204 Budget Requests – Annual or Biennial USE U0238
U0205 Budget - Research Projects USE U0238
U0207 Contracts, Agreements and Related Papers USE U0208
U0209 Imprest Cash – Bank Statements USE U0239
U0210 Imprest Cash – Cancelled Checks USE U0239
U0211 Imprest Cash – Deposit Slips USE U0239
U0212 Imprest Cash Listings USE U0239
U0213 Imprest Cash – Reconciliation Statements USE U0239
U0214 Imprest Cash – Summary of Disbursements/Requests for Reimbursements USE U0239
U0215 Imprest Cash Vouchers USE U0239
U0216 Interaccount Bills - (Departmental copy) USE U0240
U0218 Inventory File – Vehicle USE U0217
U0219 Invoices USE U0240
U0220 Leases (Departmental Copy) USE U0208
U0221 Orders – Purchase and Related Documents USE U0240
U0223 Photocopy Machine User Documentation USE U0240
U0224 Requisitions – Central Stores USE U0240
U0225 Requisitions for Forms USE U0240
U0226 Requisitions – Purchase USE U0240
U0227 Requisitions for Supplies USE U0240
U0228 Requisitions – Telephone - (Departmental copy) - USE U0240
U0229 Reports – Audit USE U0230
U0233 Travel Authorizations USE U0240
U0234 Travel Requests – In-State or Out-of-State USE U0240
U0235 Travel Vouchers USE U0240
U0236 Vouchers USE U0240
U0237 Financial Records - USE U0240
General Records - Personnel Section
U0307 Personnel Policies and Procedures - (Duplicate) USE U0124
Administrative Services - Personnel/Payroll Section
U0621 Personnel Policies and Procedures - (Original) - USE U0124
Administrative Services - Buildings/Grounds/Physical Plant
U0706 Inventory File of State-Owned Vehicles USE U0217
Business Affairs/Accounting - Accounts/Controller/Bursar Section
U0800 Account Reconciliation File USE U0239
U0801 Bank Statements USE U0239
U0803 Bookstore Daily Reports USE U0239
U0804 Budget Requests – Biennial USE U0238
U0805 Cancelled Checks USE U0239
U0807 Capital Construction Encumbrance File USE U0239
U0808 Cash Register Detail Tapes USE U0808
U0809 Cash Register Receipts USE U0239
U0810 Cash Transmittal Letters USE U0239
U0811 Check Registers USE U0239
U0812 Check Stubs USE U0239
U0813 Deposit Slips USE U0239
U0814 Interaccount Bills USE U0239
U0815 Invoices - (Paid) USE U0239
U0816 Lease Agreement File - (All types) USE U0208
U0818 Reconciliation Documents USE U0239
U0819 Refund Authorizations USE U0239
U0820 Reimbursement Forms File USE U0239
U0821 Report of Sales Tax – Monthly USE U0239
U0822 Salary Distribution File USE U0239
U0823 Subsidiary Accounts File USE U0239
U0824 Travel Requests – In State and Out of State USE U0239
U0825 Vouchers USE U0239
U0826 Withdrawal Request File – Agency Funds USE U0239
Business Affairs/Accounting - Purchasing Section
U0906 Vehicle Inventory File USE U0217
Business Affairs/Accounting - Bookstore Section
U1201 Daily Reports USE U0239
U1205 Textbook Information File USE U0240
U1206 Textbook Order Requisition File USE U0239
U1207 Total Daily Receipts File USE U0239
Administrative Services - Campus Police Section
U1304 Policy/Procedure File USE U0124
Business Affairs/Accounting - Cashier Section
U1400 Adjustment Form USE U0239
U1401 Agency Fund Receipts File USE U0239
U1402 Agency Fund Voucher USE U0239
U1403 Daily Cash Distribution File USE U0239
U1404 Official Receipt USE U0239
U1405 Request and Authorization for Refund USE U0239
U1406 Request for Authorization of Honorarium USE U0239
U1407 Returned Check Notice USE U023
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