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Western Kentucky University

WKU Records Management - Permanent Records

Permanent Records as Identified in the General Records Schedule

The disposition instruction on the majority of these records is Transfer to University Archives after administrative use has ceased. Additional or alternate dispositions will be listed below. Please contact the WKU Archivist prior to transferring records to University Archives in the Kentucky Building.

Series Title Series
No.
Disposition

Academic Records of High School Division, Correspondence Study

U0467   Retain in Correspondence Studies

Academic Records (Student's Master or Official File)

U0401

Retain in Registrar's Office

Audit Reports U0229

Transfer to WKU Archives and retain in creating unit. These records may be uploaded to TopSCHOLAR for permanent electronic retention - contact WKU Archivist for information

Blueprints, Plans & Specifications for Buildings, Grounds & Landscapes

U0701

Transfer to WKU Archives

Bond Documentation

U0802

Transfer to WKU Archives

Budget, University Operating

U0203

Transfer to WKU Archives. These records may be uploaded to TopSCHOLAR for permanent electronic retention - contact WKU Archivist for information

Capital Construction / Building

U0703

Transfer to WKU Archives

Capital Construction Disbursements & Receipts

U0806

Retain in Creating Unit

Change of Grade for Students

U0409

Retain in Registrar's Office

Class Schedule Bulletin

U0412

Transfer to WKU Archives

Correspondence (Official)

U0100

Transfer to WKU Archives

Correspondence Study Academic Records - High School Division

U0467

Transfer to WKU Archives

Course Syllabi U0415 Permanent Copy in Academic Council Minutes. Syllabi for individual courses can be destroyed when obsolete under U0418 Curriculum & Instruction

Deeds / Property Acquired

U1600

Transfer to WKU Archives

Deeds / Property Sold

U1601

Transfer to WKU Archives

Degree Statistical Reports

U0420

Transfer to WKU Archives

Dissertations

U0118

Transfer to WKU Archives. These records may be uploaded to TopSCHOLAR for permanent electronic retention - contact WKU Archivist for information

Enrollment Statistical Reports

U0423

Transfer to WKU Archives

Grade Sheets / Class Lists

U0432

Retain in Registrar's Office

Grade Statistical Reports

U0433

Transfer to WKU Archives

Graduation Lists

U0435

Transfer to WKU Archives

Job Classifications

U0613

Retain in Human Resources

Job Descriptions

U0614

Retain in Human Resources

Kentucky State Agency / Universtiy Cooperative Publications

U0117

Transfer to WKU Archives, retain copy in creating unit and transfer 3 copies to KDLA

Ledgers / Journals

U0817

Transfer to WKU Archives

Manuals, Operating

U0103

Transfer to WKU Archives and retain copy in creating unit. These records may be uploaded to TopSCHOLAR for permanent electronic retention - contact WKU Archivist for information

Minutes of Policy-Making Bodies
e.g. Board of Regents, University Senate, Student Government Association, etc.

U0104

Transfer to WKU Archives and retain copy in creating unit
These records may be uploaded to TopSCHOLAR for permanent electronic retention - contact WKU Archivist for information

Minutes, Tapes / Notes

U0105

Transfer to WKU Archives

Personnel File

U0620

Transfer to WKU Archives or Retain in Human Resources

Personnel Policies & Procedures

U0621

Retain in Human Resources

Photographs

U0107

Transfer to WKU Archives

Plans, Blueprints & Specifications for Buildings, Grounds & Landscapes

U0701

Transfer to WKU Archives

Police Policy & Procedures

U1304

Retain in University Police Department

Press Releases

U0108

Transfer to WKU Archives
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Property Files

U1603

Transfer to WKU Archives

Publications of the University

U0109

Transfer 2 copies to WKU Archives and retain copy in creating unit
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Racial/Ethnic/Gender Statistical Reports

U0110

Transfer to WKU Archives

Reports, Annual or Summary

U0112

Transfer to WKU Archives and retain copy in creating unit
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Reports, Annual Financial

U0230

Transfer to WKU Archives
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Reports, Special Studies

U0114

Transfer to WKU Archives
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Research Projects & Studies, Final Report

U0115

Transfer to WKU Archives
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Retirement Reports

U0624

Retain in creating unit

Speeches or Papers Presented on Behalf of WKU

U0116

Transfer to WKU Archives and retain copy in creating unit
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Student Academic Record

U0401

Retain in Registrar's Office

Student Government Association

U0452

Transfer to WKU Archives
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Theses

U0118

Transfer to WKU Archives
These records may be uploaded to TopSCHOLAR for permanent electronic retention and access. Contact WKU Archivist for more information.

Videotapes / Film

U0119

Transfer to WKU Archives


Historic Records not listed on General Records Schedule

WKU Archives also accepts historic records and memorabilia that are not listed on the General Records Schedule. A brief list is provided here.

Records, memorabilia, postcards and photographs of and relating to Western Kentucky's founding institutions:

  • Bowling Green Business College & Literary Institute
  • Bowling Green Business College
  • College High School
  • Glasgow Normal Institute
  • Glasgow Normal School
  • Ogden College
  • Pleasant J. Potter College
  • Rural Training School
  • Southern Normal School & Bowling Green Business College
  • Training School
  • University High School

Selected personal papers and photographs of faculty, staff and alumni of Western Kentucky and any of its founding institutions.

Records, memorabilia, postcards and photographs from student organizations including fraternities, sororities, campus ministries and alumni groups.

WKU Archives Stacks
Phone:
745-4793
email: archives@wku.edu

Kentucky State University Model Schedule

WKU Records Destruction Form

WKU Records Management 101 & Notes

Faculty Records Management 101 

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 - 3:30 pm

Note: documents in Portable Document Format (PDF) require Adobe Acrobat Reader 5.0 or higher to view,
download Adobe Acrobat Reader.

Note: documents in Excel format (XLS) require Microsoft Viewer,
download excel.

Note: documents in Word format (DOC) require Microsoft Viewer,
download word.

Note: documents in Powerpoint format (PPT) require Microsoft Viewer,
download powerpoint.

Note: documents in Quicktime Movie format [MOV] require Apple Quicktime,
download quicktime.

 
 Last Modified 10/8/14