FAQs which do not fit into other, more defined categories
Unfortunately 501(c)(3)s are out of the jurisdiction of our office. You are welcome to use the University of Washington's General Records Retention Schedule as your guide to determine how long to keep your records, however we highly recommend that your Board approves its use before you destroy any records.
Our office offers training on a variety of records management topics. Our most recent training materials can be viewed on our website. Subscribe to our newsletter to be notified when we roll out new trainings.
There are a variety of regulations regarding the privacy of records, and there are a number of offices at the university responsible for policies that oversee confidentiality.
If you can’t find a record series on the General Schedule it is because
Contact us at recmgt@uw.edu or 543-0573 and we will help you find the appropriate record series and determine how long to keep it.
Consult the University General Records Retention Schedule and check to see if your department has a supplemental
Yes, if you receive meeting minutes you are responsible for keeping one copy for your office or department.
Please contact the the University Archivist, John Bolcer at jdbolcer@uw.edu or via the UW Library Special Collections website.
Yes, any policies or procedures with which we expect our employees to comply are considered historical or “Archival” records. These records are considered permanent.
Records will either be designated “Transfer to Archives for Review” or “Archival” on a Records Retention Schedule. Records that fall into these categories will be reviewed by the University Archivist who will determine whether to bring them into the archival collection of the UW.
Not exactly. The retention clock keeps ticking through the “Destruction Hold”. If a retention period ends while the records are still on hold, do not destroy the records. The records should not be destroyed until both the “Destruction Hold” has been lifted and the retention period has ended. For best practices and guidance on how to organize digital records on a destruction hold, please refer to our Destruction Holds Resource.