Retention schedules give your agency the authority to destroy records, if it chooses, after the records have been retained for 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 on any electronic media, and then destroyed. Please contact the American Heritage Center (AHC) concerning any plan which would affect your permanent records.
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 should be 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:
Laura Uglean Jackson, Assistant Archivist
American Heritage Center
University of Wyoming
Dept. 3924
Laramie, WY 82071
307.766.6832
307.766.5511 (FAX)
luglean@uwyo.edu
 What Is The Archives and Records Management Program?
Why Use a Records Management Program?
What Services Are Available To Help Me?
Records Retention Schedules
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Forms
Preparing and Transferring Records
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