Each university office has primary legal responsibility for the proper care and management of its records. As such, there are several steps we as university employees must take throughout our university career to ensure we fulfill this responsibility. We hope these resources will make it easy for you to learn about your responsibilities and get answers to basic questions.
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Your Responsibility

At the University of Washington, each and every employee is responsible for managing the records they create and receive.

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What is a record?

As a state agency, everything created or received by the University of Washington - both hardcopy and electronically - is considered a record.     

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Active/Inactive Records

All records fall into two basic categories - Active and Inactive.  Learn how to recognize when records become inactive and how to manage them.

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FAQ

For your convenience, we have compiled a Frequently Asked Questions section with immediate answers to common questions and specific issues. 

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Retention Schedules

Retention Schedules list each type of record created at UW and the specific amount of time it needs to be kept according to state and federal requirements.

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University Email Management Policies

We have the same responsibilities toward managing email that we have toward managing all our other records.

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Electronic Records

Out of Sight, Out of Mind... Due to growing volume and diversity of format, e-records are the most difficult (yet important) records to manage.

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Training

We offer free training to the University community on all three campuses. For tips on how to manage e-records, see our most recent presentation.

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University Records Center

We provide free inactive storage, retrieval, and refile services to University offices across all three campuses.

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Destroying Records

Once records have reached the end of their retention period, they should be disposed of properly.

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Vital Records

Vital Records must be protected in the event of an emergency or disaster to prevent severe consequences to the office and the University.

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Archival Records

Archival records are historical records that have permanent value and are collected, preserved, and maintained by the University Archives.

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