ALLA B C D E F G H I J K L M N O P Q R S T U V W X Y Z
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
Records relating to routine celebrations/events (such as staff recognition holiday parties, retirements, accomplishments and initiatives not related to the mission of the office). May include planning files, Zoom or other conferencing platform recordings and photographs.
See also Documentation of Celebrations and Ceremonies
Note: Photographs, videos, and recordings that are directly related to a student and maintained by the institution are education records subject to FERPA.
Official Copy: Any Office
Retention: 6 years after the end of the academic year
Disposition Method: Transfer to University Archives for review
A record of insurance policies for property such as scientific instruments, equipment or fine art. May include correspondence, photographs, policies and claims. Includes documentation and policies pertaining to special insurance needs.
Official Copy: Compliance and Risk Services
Retention: 6 years after termination policy
Disposition Method: Shred or Delete
Other Copy: Any Office
Retention: 3 years after termination or renewal of policy
Disposition Method: Shred or Delete
Informal step by step instructions for how to accomplish job tasks including how to organize basic logistics, where to click and type in an internal database, which people to provide with which information at different stages of a project, and where to save files and what to call them.
Refer to this series for substantive Policies and Procedures directly tied to the mission of the office.
Official Copy: Any office
Retention: Until superseded or no longer needed
Disposition Method: Shred or Delete
Confidential material on new patents awarded to UW. Provided by CoMotion to Dean/Chair of inventor's College/School or Department. May include copies of disclosure letter, invention power of attorney and assignment of rights, US patent form, etc.
Official Copy: College/School or Department
Retention: administrative purpose served
Disposition Method: Shred or Delete