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
Capstone Projects	U0118	Transfer to WKU Archives. These records may be uploaded to TopSCHOLAR for permanent electronic retention - contact WKU Archivist for information
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 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.

Phone: 745-4793
email: archives@wku.edu

Kentucky State University Model Schedule

Quarterly Updates

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 - 3:30 pm

One-Search Catalog Research Guides Databases e-Journals Special Collections Need help

Connect With Us

Some of the links on this page may require additional software to view.

Download Acrobat Reader Download Quicktime