ballc2's bookmarks | Records Management Services

University of Washington

Records Management Services

Primary tabs

EH&S: Planning and Administration

Record Group Number: /34/05/
Departmental Schedule:

34.05 EH&S Planning & Administration Dept Schedule.pdf

EH&S: Radiation Safety

Record Group Number: /34/05/01/
Departmental Schedule:

34.05.01 EHS Radiation Safety Departmental Schedule 2024.pdf

EH&S: Environmental Programs Office

Record Group Number: /34/05/03/
Departmental Schedule:

34.05.03_EHS_EPO_DS.pdf

Research and Grant/Contract Records
Accounts Receivable Documentation of charges and billing process for goods and/or services rendered. Documents adjustments to accounts. May include (determination of fees) documentation, work orders or service requests (may be in the form of field orders or invoice vouchers) logs of goods and/or services provided, receipts, billing statements and related documents. Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the following retention period Official Copy: Any Office Retention: 6 years after submission of a financial status report Disposition Method: Shred or Delete Back to top of page
Administration Records for Internal (UW) Research Support Funds -- Awarded A record of proposals and administration records for faculty and student research support awarded from funds established within a School or department. May include applications for funding from the Graduate School Research Fund, Royalty Research Fund, departmental research funds, etc. Funds may support research, interdisciplinary programs, honoraria, faculty and student travel, equipment, recruitment of graduate students, co-sponsorship of conferences, publication subsidies, etc. May include applications, proposals, correspondence, project/planning files, etc. Official Copy: College/School or Department Distributing Internal Research Funds Retention: 6 years after termination of project funded by award Disposition Method: Transfer to University Archives for review Other Copy: Principal Investigator or Applicant Retention: 6 years after termination of project funded by award Disposition Method: Shred or Delete Back to top of page

Student and Curriculum Records
Accreditation Documentation Statistical, descriptive and evaluative materials necessary for a program, college or school to maintain accreditation with the professional association which sets the standards for that particular discipline. Materials must have been created specifically for accreditation. Official Copy: Dean's or Academic Offices Retention: 6 years after accreditation, or until superseded by new accreditation, whichever is longer Disposition Method: Transfer to University Archives for review Back to top of page
Student Folders A record of the academic history of degree (undergraduate, graduate, professional) and non-degree (certificate, fellowship, professional) students who have taken university courses, including internships/externships. Includes admissions applications, student classification, and evaluative/progress report documentation. Official Copy: College/School or Department Retention: 6 years after degree awarded or last activity Disposition Method: Shred or Delete Back to top of page

Library and UW Publications Records
Acquisition Record This series provides a record of items on order. May contain brief catalog information. Once the item is received, the acquisition record becomes a catalog record; however, if the item is not received, the record is purged. Official Copy: Any Library Retention: 0 years if item is never received or error in record Disposition Method: Shred Back to top of page

General Office Administration Records
Administrative System Access and UWATS (UW Alternative Toll Service) Forms Provides a record of employees granted access to UW administrative systems or other state agency databases. (Communications, Payroll, Student Database, Financial, Accounting, Purchasing Systems, Data Warehouse, etc.) Forms are approved by the Dean or Director before being submitted to UW Technology: Administrative Applications or Office of the University Registrar. May also include correspondence. Official Copy: Any office granting access Retention: 6 years after end of fiscal year in which user account/access was terminated Disposition Method: Shred or Delete Other Copy: College, School, or Department Retention: 1 year after submission of request to office granting access Disposition Method: Shred or Delete Back to top of page
Contracts and Agreements Contracts, agreements, or other instruments with specific terms and conditions between two or more persons or entities to which the signing parties agree or submit. May include memorandums of understanding; local purchase contracts; equipment maintenance/service agreements and warranties; personal service contracts with individuals; affiliation agreements with other entities and institutions; lease/rental of equipment or vehicles; loan agreements, lease, escrow, and rental agreements; purchase and sales agreements; liability waivers; assignments of rights; etc. Official Copy: Procurement Services Retention: 6 years after termination of contract Disposition Method: Recycle or Delete Official Copy: College/School or Department Retention: 6 years after termination of contract Disposition Method: Recycle or Delete Back to top of page
Legislation, Regulations, Rules –Monitoring/Tracking Records relating to the monitoring/tracking of proposed legislation, regulations and rules with possible impact on the University under consideration by the Legislature, other state agencies, federal, or local governments. Includes, but is not limited to bill drafts, amendments, fiscal notes, memos, committee reports, monitoring reports and related records. Official Copy: Any Office Retention: 2 Years after end of calendar year Disposition Method: Shred or Delete Back to top of page

Personnel and Payroll Records
Affirmative Action Plans A record of established policies and procedures. Includes annual reports which may include: employee profiles, workforce displays, analyses, goals, and timetables, as well as reports provided by the Equal Opportunity and Affirmative Action Office to Deans and department Chairs showing affirmative action goals for academic personnel hiring in a particular school or college. Official Copy: Office of Equal Opportunity and Affirmative Action Retention: 3 years after end of reporting period Disposition Method: Recycle or Delete Other Copy: Any Office Retention: until superseded Disposition Method: Recycle or Delete Back to top of page
Applications for Hourly and Student Employment -- Not Hired Materials regarding applicants not hired for hourly and student positions. Includes applicants screened but not hired. May include applications, resumes, correspondence, references, evaluations of candidates, notes on employment selection, etc. Official Copy: Hiring Office Retention: 3 years after completion of hiring process Disposition Method: Shred or Delete Back to top of page
Disciplinary Actions -- Hourly or Student Employees A record of disciplinary actions taken regarding a student or hourly employee. Includes background material. Official Copy: Employing Department Retention: 3 years after termination of employment with department Disposition Method: Shred or Delete Back to top of page
Faculty Adjudication Files A record of the judicial proceedings of a faculty committee for the resolution of differences. Official Copy: Office of Faculty Senate and Governance Retention: 6 years after case closed Disposition Method: Shred or Delete Other Copy: College/School or Department Retention: 3 years after claim resolved Disposition Method: Shred or Delete Other Copy: UWT: Vice Chancellor for Academic Affairs Retention: 3 years after claim resolved Disposition Method: Shred or Delete Other Copy: UWB: Vice Chancellor for Academic Affairs Retention: 3 years after claim resolved Disposition Method: Shred or Delete Back to top of page
Time Records for Classified & Professional Staff Submitted by Classified and Professional Staff to request/report leave and overtime hours. Official Copy: Any Office Retention: 1 year after annual audit Disposition Method: Shred or Delete Back to top of page
Time Records for Hourly Staff Departmental source data supporting the Positive Time Report (PTR) sent to Payroll for payment of hourly wages. Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods: Official Copy: Any Office Retention: 6 years after end of fiscal year Disposition Method: Shred or Delete Back to top of page
Time Sheets for Work Study Students (On-Campus Time Sheets) A signed record of hours worked by students employed under a state or federal work-study program. Official Copy: Student Financial Aid Retention: 3 years after the award year, and up to the following December 1 for reporting purposes Disposition Method: Shred or Delete Other Copy: Home Department Retention: 1 year after end of quarter Disposition Method: Shred or Delete Back to top of page

General Office Administration Records, EHS
Annual Reports Summaries of accomplishments, goals, statistics, awards received, anticipated program needs and plans, supporting documentation, etc. Official Copy: Any Office Retention: 6 years after end of reporting period Disposition Method: Transfer to University Archives Back to top of page
Incident Reports Internal departmental reports of facility damage, theft of UW property, etc., when no claim has been filed. NOTE: This is not the official UW Police "Incident Report" or "Accident/Incident Report" (injuries). Official Copy: Any Office Retention: 1 year after end of calendar year Disposition Method: Shred or Delete Back to top of page
Monthly/Quarterly Reports Summaries of monthly and quarterly activity or project/program status. May include statistics. Official Copy: Any Office Retention: 3 years after end of reporting period Disposition Method: Transfer to University Archives for review Back to top of page
Policies and Procedures Records of the establishment of policies and procedures. May include background material, manuals, directives, etc. Official Copy: Any Office Retention: 6 years after policy/procedure is superseded Disposition Method: Transfer to University Archives Back to top of page