The University of Wyoming and its records are governed by three Wyoming Statutes:

1. Wyoming Statute 9-2-401 (a) (v) defines "pubic record" to include the original and all copies of any paper, correspondence, form, etc., or other document, regardless of physical form or characteristics, which have been made or received in transacting public businesses by the state, a political sub-division, or an agency of the state. 

2.  Wyoming Statute 9-2-409:  "Each department or agency of the state government shall designate a records officer who shall supervise the departmental records program and who shall represent the office in all departmental matters before the records committee. The records officer and the director shall prepare transfer schedules for the transfer of public records to the records centers or to the archives."

3.  Wyoming Statute 9-2-410: "All public records are property of the state. They shall be delivered by outgoing officials and employees to their successors and shall be preserved, stored, transferred, destroyed or disposed of, and otherwise managed, only in accordance with Wyoming Statue 9-2-405 through 9-2-413."

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Instructions and Information on How to Use the Retention Schedules

These retention schedules give your agency the authority to destroy records, if it chooses, after the records have been retained the prescribed time. If you have to keep a records series longer, do so, but keep in mind it will cost more to store them.

Records scheduled as permanent should not be destroyed or removed from your custody. Permanent records cannot be scanned and stored on optical disks or an any electronic media, and then destroyed. Please contact the American Heritage Center (AHC) concerning any plan which would affect your permanent records. If storage conditions or space is a problem, records can be transferred to the AHC, and the legal chain of custody will not be broken.

To destroy records listed in this manual, be certain that dates of the records are in line with their retention schedules. Even though the records are schedules for destruction, records dated prior to 1920 should not be destroyed until they have been thoroughly appraised for historical significance by AHC staff. In the case of those offices organized after 1920, all records created during the first ten years of its existence should be retained permanently or until they have been appraised for historical value. Though the earliest records of all offices are of greatest importance, later records should also be screened when they are considered for destruction. Age is not the sole criteria for permanent retention. University employees are responsible for working with the AHC to preserve historical government records and staff of the AHC can work with you for appraisal.

All records which may be used in a financial audit/examination must be kept until after such audit/examination is completed and all litigation, claims, or audit findings are resolved. Keep all records which may be used in pending or current litigation until its settlement. A copy of all independent audit reports must be sent to the State Department of Audit.

Records containing confidential information should be properly destroyed. They may be buried or shredded, which should be witnessed by you or your staff.

Administrative reorganization or changes in record systems may alter the time period records need to be kept, or you may have records not listed in this manual. Contact us and we will initiate the process to establish a new records retention schedule or change an existing one.

By law, any agency adopting a microfilm system must consult with the Wyoming State Archives. Approval of the process must be obtained if permanent records are being filmed. Agencies are required by law to comply with microfilm standards established by the Wyoming State Archives.

Any questions pertaining to the specific needs of your program, to arrange for onsite assistance, or any discussion of your records may be directed to:

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Retention Schedules

Records retention schedules provide the legal, administrative, historical and fiscal evaluation of all records. They also set legal guidelines for the disposition of records.

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