Retrieving a Record

Online request form  (WWU employees only) 

This service is for WWU program units to access their own records stored in the University Records Center.  To access University Archives for historical research, please visit our Historical Collection page.

Records Retrieval Request Process

The office of record retains access authority for records stored in the University Records Center, and employees in the office can request to check out files or boxes from their office. The office’s Records Coordinator is responsible for files checked out from the Records Center and for their return.

Requests for retrieval or reference of records must be initiated or authorized by the Records Coordinator or designee.  Requests received by noon will generally be delivered the following day, barring unforeseen delays caused by emergencies or illnesses. Records are not sent and should not be returned through campus mail. 

  1. Records Coordinator or designee places a retrieval request using the online retrieval form. Records Coordinators should contact University Records Management if they do not already have the required information to place a request. This information is on transmittal forms or spreadsheets provided by the Records Center when records are transferred.

  2. Records Center prepares a Record Retrieval form and delivers or scans the requested records. For physical deliveries, one copy of the retrieval slip is signed by the recipient of the records and is retained by the Records Center; another copy is included with each item checked out and must remain with the item until it is returned to the Records Center.

  3. Records Coordinators remain responsible for files checked out from the Records Center and for their return.

Office designees may also review their office records in person at the Records Center.  Individuals must arrange this access with the Records Center in advance, and the Records Center will require their signature on a reference form at the time of access.

Returning Records to the Records Center

Do not send records through the campus mail.  Contact the Records Center for pickup using any of the following:

Be sure to leave detailed information about the records to be picked up, including size and quantity (boxes or files), location, and contact information.  If the location is only accessible at certain hours, please specify that.

Overdue Records

Records that are checked out for temporary reference receive a default 30-day check-out period.  The Records Center may send the office a return reminder notice if the records have not been returned after a reasonable amount of time.  In response, an office will either return the records upon receiving the notice, or request an extension of the check-out period.