This resource is made to accompany the Faculty Search Records resource and to provide practical examples of how to organize segregate and organize the records created throughout the faculty search process. It is the responsibility of the Admin assigned to the search committee, or Chair of the Search Committee if no Admin is appointed, to request, gather and maintain the substantive records for the appropriate retention period. Below are examples of folder structures and file naming conventions on how to sequester and organize your digital records. The record retention periods differ depending on where in the search process the records are created. As such, it’s important to follow the Faculty Search Records resource and the examples below to appropriately separate records based on their category. Doing so will ensure records are retained for the legally approved retention period and then promptly deleted. For questions or more details on how to best organize your digital records, contact Records Management Services at recmgt@uw.edu.

If there are paper records created and gathered (ballots, campus visit feedback forms), the paper can only be scanned and subsequently shredded if your unit or department has an approved scanning policy. To check if your unit has an existing scanning policy, check the Records Management Services website. To create a scanning policy or to update an existing policy, fill out the Scanning Policy Builder form or contact Records Management Services at recmgt@uw.edu. Otherwise, it is your responsibility to retain the paper records accordingly.

Reminder: You only need to retain one copy of a finalized document. For example, if you receive 6 copies of the search committee charge letter, you should only retain one copy for the retention period. The duplicate copies of the same document do not need to be retained.  

Search Committees for Faculty Records

Search Committees for Faculty Records are records created by the search committee in the Preparation Stage. These records can be consolidated and organized based on current searches versus ones that have been concluded. Labeling a subfolder based on the position title will allow the Admin or Chair to keep track of the documents related to that specific search, which is especially important if involved in multiple searches over several years. Organizing the closed searches based on the year the search concluded will allow for easy indication of when the 6 year period has passed and to allow for simpler deletion.

  • Faculty Search Committee Preparation Records
    • Active Searches
      • [Position Title / Position Number]
        • YYYYMMDD_Assessment_Plan.pdf
        • YYYYMMDD_Assessment_Rubric.pdf
        • YYYYMMDD_Charge_Letter.pdf
        • YYYYMMDD_Goal/Planning_Document.pdf
        • YYYYMMDD_Internal_Dept_Correspondence.pdf
        • YYYYMMDD_Membership_List.pdf
        • YYYYMMDD_Meeting_Agenda.pdf
        • YYYYMMDD_Meeting_Minutes.pdf
        • YYYYMMDD_Position_Description_Final.pdf
    • Concluded Searches
      • 2021 [Year during which the search concluded]
        • [Position Title / Position Number]
          • YYYYMMDD_Assessment_Plan.pdf
          • YYYYMMDD_Assessment_Rubric.pdf
          • YYYYMMDD_Charge_Letter.pdf
          • YYYYMMDD_Goal/Planning_Document.pdf
          • YYYYMMDD_Internal_Dept_Correspondence.pdf
          • YYYYMMDD_Membership_List.pdf
          • YYYYMMDD_Meeting_Agenda.pdf
          • YYYYMMDD_Meeting_Minutes.pdf
          • YYYYMMDD_Position_Description_Final.pdf

Faculty Employment Applications

Faculty Employment Applications gathered during the Outreach and Assessment Stages can be consolidated and organized based on active searches versus ones that have been concluded. Labeling a subfolder based on the position title will allow the Admin or Chair to keep track of the documents related to that specific search, which is especially important if involved in multiple searches over several years. Organizing the concluded searches based on the year the search concluded will allow for easy indication of when the 3 year period has passed and to allow for simpler deletion. It may be helpful to break down records by interview stages or by applicant name, but the three year retention after completion of hiring process will apply to all the substantive records for the hired applicant as well as the applicants not selected.*

*Note: Once the offer of employment has been accepted by the candidate, the subsequent records created (acceptance letter, appointment package, background checks, signed offer letter, etc.) will become the basis of the Personnel Record for the Academic Personnel retained by the UW.

  • Faculty Appointment Applications
    • Active Searches
      • [Position Title / Position Number]
        • Outreach
          • YYYYMMDD_Correspondence_about_posting.pdf
          • YYYYMMDD_List_of_advert_locations.pdf
          • YYYYMMDD_Journal/Publication_Adverts.pdf
          • YYYYMMDD_Position_Description_Final.pdf
          • YYYYMMDD_Social_Media_Postings.pdf
        • Assessment
          • Preliminary Interviews
            • YYYYMMDD_Rankings.pdf
            • YYYYMMDD_Shortlist.pdf
            • [Applicant Name]
              • YYYYMMDD_Correspondence/Scheduling_with_Applicant.pdf
              • YYYYMMDD_Assessment_Rubric.pdf
          • Final Interviews
            • [Applicant Name]
              • YYYYMMDD_Correspondence/Scheduling_with_Applicant.pdf
              • YYYYMMDD_Assessment_Rubric.pdf
              • YYYYMMDD_Search_Committee_Meeting_Minutes.pdf
              • YYYYMMDD_Correspondence/Scheduling_with_Applicant.pdf
              • YYYYMMDD_Presentation_Materials.pdf
              • YYYYMMDD_Feedback_from_campus_visit_attendees.pdf
    • Concluded Searches
      • [Year Hiring Process Concluded]
        • [Position Title / Position Number]
          • Outreach
            • YYYYMMDD_Correspondence_about_posting.pdf
            • YYYYMMDD_List_of_advert_locations.pdf
            • YYYYMMDD_Journal/Publication_Adverts.pdf
            • YYYYMMDD_Position_Description_Final.pdf
            • YYYYMMDD_Social_Media_Postings.pdf
          • Assessment
            • Preliminary Interviews
              • YYYYMMDD_Rankings.pdf
              • YYYYMMDD_Shortlist.pdf
              • [Applicant Name]
                • YYYYMMDD_Application_Downloaded_from_Interfolio.pdf
                • YYYYMMDD_Attachments_Downloaded_from_Interfolio.pdf
                • YYYYMMDD_CV_Downloaded_from_Interfolio.pdf
                • YYYYMMDD_Correspondence/Scheduling_with_Applicant.pdf
                • YYYYMMDD_Assessment_Rubric.pdf
            • Final Interviews
              • [Applicant Name]
                • YYYYMMDD_Application_Downloaded_from_Interfolio.pdf
                • YYYYMMDD_Attachments_Downloaded_from_Interfolio.pdf
                • YYYYMMDD_CV_Downloaded_from_Interfolio.pdf
                • YYYYMMDD_Correspondence/Scheduling_with_Applicant.pdf
                • YYYYMMDD_Assessment_Rubric.pdf
                • YYYYMMDD_Search_Committee_Meeting_Minutes.pdf
                • YYYYMMDD_Correspondence/Scheduling_with_Applicant.pdf
                • YYYYMMDD_Presentation_Materials.pdf
                • YYYYMMDD_Feedback_from_presentation_attendees.pdf

Note: See ISO Resource for Visa Intake Forms, Visa Request Forms, policies on How to Sponsor/Extend Visas and the recruiting requirements: https://ap.washington.edu/ahr/visas/admin-resources/