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WKU Records Management - Quarterly Updates

The Kentucky State University Model Schedule commonly called the General Records Schedule, is a tool for the staff and faculty of the Kentucky's public universities and 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 in conjunction with the university records officers who meet quarterly. The WKU Archivist and Records Officer is authorized to retain any record that he or she deems to have archival value.

Kentucky State University Model Schedule is available in pdf format. 

Contact the WKU Archivist at archives@wku.edu if you have questions about the records schedule or would like to discuss proposed additions, revisions or deletions.


Revision Date: June 2017. Next review September 2017 by University Records Officers and the State Archives & Records Commission.

Additions:

U0140 University Organization Membership Application

This series represents applications for membership in university organizations including but not limited to the Faculty Club or University Club. Duration of membership may vary.  Types of membership may include alumni, corporate, parent, retiree, department, faculty/staff, or fellow.  Terms of membership must be followed or cancellation could result. 

Access Restrictions: KRS 61.878(1)(a) 

Contents: Series includes but is not limited to: Membership criteria; Applicant's name, billing address, other contact information, SSN, signature and date; corporation or organization representative's name, signature and date; student name and ID number; organization's number of employees; departmental membership number; event booking contact information; procurement card information; employee ID number; payroll deduction information; terms of membership; membership rates; amount of fees/dues to be paid; number of ID cards requested and names on cards. 

Retention: Retain lifetime membership applications for seventy-five (75) years, then destroy. Retain terminated membership applications until one (1) year after termination, then destroy. 

U1709 Specimen Report File (Laboratory Copy)

This series represents pathology specimen reports, which are created at the request of attending physicians for individual patient diagnosis and treatment. Legal retention requirements: 42 CFR 493.1105 (a)(6)(ii) - Retain or be able to retrieve a copy of pathology test reports at least ten (10) years after the date of reporting. 42 CFR 493.1105 (a)(7)(iii) - retain tissue samples retain until diagnosis is made on the specimen. 42 CFR 493.1105 (a)(1) - retain test requisitions and authorizations at least two (2) years.  42 CFR 493.1105 (a)(7)(i)(A) - Retain cytology slide preparations for at least five (5) years from the date of examination. 42 CFR 493.1105 (a)(7)(i)(B) - Retain pathology specimen blocks for at least two (2) years from the date of examination. 

Access Restrictions: 45 CFR 164.502 - Protected health information; and KRS61.878(1)(a) - medical information, SSN. Universities should consult legal counsel regarding open records matters.  Universities should consult legal counsel regarding open records matters. 

Contents: Series includes, but is not limited to: Patient information including name, date of birth and SSN; attending doctor, laboratory test results. 

Retention: Retain samples until diagnosis is made on the specimen, then destroy.  Retain cytology slide preparations for at least five (5) years from the date of examination, then destroy.  Retain pathology specimen blocks for at least two (2) years from the date of examination, then destroy. Retain test requisitions and authorizations for two (2) years, then destroy.  Retain specimen report until ten (10) years after the date of reporting, then destroy.  

Revisions:

There were no revisions made to existing series. 

Deletions:

 No series were deleted. 

Kentucky State University Model Schedule
Phone:
745-4793
email: archives @wku.edu

Kentucky State University Model Schedule

Transferring Records to WKU Archives

WKU Records Destruction Form

WKU Records Management 101 & Notes

Faculty Records Management 101

Schedule a Consultation  / Training Session

Faculty/Staff:

Suellyn Lathrop, WKU Records Officer

3rd floor Kentucky Building
Hours: Monday - Friday 8 am - 4:30 pm
Summer Hours: Mon-Fri 7:30 am - 3:00 pm

Kentucky State University Model Schedule sections:

U0100 - General records found in most offices
U0200 - Fiscal, see also U1500 & U2200
U0300 - Awards Committee
U0400 - Student / Course
U0500 - Library / Archive / Museum
U0600 - Personnel
U0700 - Physical Plant
U0800 - Student Housing
U0900 - Athletics
U1100 - Food Service
U1200 - Bookstore
U1300 - Police
U1500 - Financial Aid
U1600 - Real Property
U1700 - Medical
U1800 - Sponsored Programs
U2000 - University Attorney
U2100 - Electronic Records
U2200 - Development
U2300 - Animal Diagnostic Laboratories
U2400 - Plant Disease Laboratories

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 Last Modified 6/12/17