Use our Advanced Search to search for record series across all sections of the UW General Records Retention Schedule. Check one or more section and type keywords into the search box. Leave all unchecked to search across all sections.

Accident Report, Adult - No Claim Filed

Records relating to accidents/incidents involving adults who are students, guests, or the general public and where claims for damages are not filed. Includes but is not limited to reports and investigations.

Official Copy: Any Office
Retention: 3 years after date of incident
Disposition Method: Shred or Delete

Accident Report, Minor - No Claim Filed

Records relating to accidents/incidents involving minors who are students, guests, or the general public and where claims for damages are not filed. Includes but is not limited to reports and investigations.

Official Copy: Any Office
Retention: 3 years after individual reaches age 18
Disposition Method: Shred or Delete

Accident/Incident Reports

A reporting of incidents and accidents regarding employees, students, and visitors in and around the University.  Use of this form initiates the investigation/review process needed to improve workplace safety and health. Also provides record of third party injury claims filed against the University of Washington (UW) or University and Harborview Medical Centers.

Official Copy: Environmental Health and Safety: Occupational Safety and Health
Retention: 10 years after end of calendar year
Disposition Method: Shred or Delete

Official Copy: Compliance and Risk Services
Retention: 10 years after claim resolved
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

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 end of fiscal year
Disposition Method: Shred or Delete

 

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

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

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

Administration Records for Grants/Contracts -- Awarded

A record of awarded grant or contract. May include Request for Approval of Application for Grant or Contract, Proposal for Grant or Contract, award letter/notice, agreements (including supplements or amendments), Notice to Establish Account, correspondence, final equipment inventory, project/planning files, etc.

Official Copy: Office of Sponsored Programs
Retention: 6 years after termination of contract
Disposition Method: Transfer to University Archives for review

Official Copy: Equipment Inventory Office -- final equipment inventory
Retention: 6 years after final disposition of equipment
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 6 years after close of study
Disposition Method: Shred or Delete

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

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 

Admission Applications -- Applicants Not Accepted, Not Entered, or Application Incomplete

A record of applicants for UW admission into an undergraduate, graduate, fellowship, or residency program, residence hall, or student classification who were either denied; who were accepted but not entered; or who never completed the application process.

Official Copy: Admissions Offices or Any College/School or Department with an Admission Process
Retention: 1 year after completion of admission process
Disposition Method: Shred or Delete

Other Copy: Student Services (Seattle and Tacoma)
Retention: 1 year after completion of admission process
Disposition Method: Shred or Delete

Other Copy: UWB: Housing and Residential Life
Retention: 1 year after completion of admission process
Disposition Method: Shred or Delete

Admission Applications -- Enrolled Graduate Students

A record of applicants accepted for admission and enrolled in a UW graduate program.

Official Copy: Graduate School
Retention: 6 years after degree awarded, or 6 years after last quarter of activity
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 6 years after degree awarded, or 6 years after last quarter of activity
Disposition Method: Shred or Delete

Admission Applications -- Enrolled Undergraduate Students

A record of applicants accepted for admission to and enrolled in a UW undergraduate program.

Official Copy: UW Seattle, Tacoma, and Bothell Undergraduate Admissions Offices
Retention: 9 years after the beginning of Fall Quarter of the academic year of admission
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 6 years after degree awarded, or 6 years after last quarter of activity
Disposition Method: Shred or Delete

Advisor's Files

Records used to monitor student academic progress. May include transcripts from transfer institutions, learning contracts for independent study, research or internship credits, grade reports, Advisor's Worksheets, study abroad files, etc.  Advisors files may include substantive material received through email, or created or maintained as a Digital File. Note: Paper records which are printouts or duplicates of a digital file may be shredded at any time.

Official Copy: Any Advisory Office
Retention: 1 year after student inactive or graduated
Disposition Method: Shred or Delete

Advisors' Files: Digital Files and Records: Google, SharePoint, MS Teams, etc

Documents or files with information about individual students or aggregate information identifying individual students including but not limited to student learning plans, master student sheets, applicant sheets, prospective student sheets, poll results, copies of appeals/petitions/decision letters, scans of signed documents sent to the Registrar's Office, GARS, OSFA, Veteran's Office, etc (copies of scans that have been sent to internal UW offices do not have to be maintained by the department), scholarship status, major admissions data, copies of admissions materials like personal statements, service-learning permission forms and site placements.

Official Copy: Any Advisory Office
Retention:  1 year after student/cohort inactive or graduated
Disposition Method:  Delete

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

Agency Reporting-Statute, Regulation, or Rule

A record of reporting to outside agencies on both the state and federal level as required by statute, regulation or rule. Includes USDA, L&I, OSHA etc.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

Agreements for Programs or Curriculum

A record of program agreements between UW offices and outside agencies. May include the following types of agreements: those that provide/obtain a learning experience for students outside the classroom, e.g., internships, clerkships, clinical practicums, traineeships, etc.; that provide/obtain reduced tuition and preference in admission for WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region students or students from participating schools in other countries.

Official Copy: Any Office Signing the Agreement
Retention: 6 years after termination of agreement
Disposition Method: Transfer to University Archives for review

Air Quality Sampling Files

Records of air sampling and evaluations for the presence of air contaminants to identify if employee(s) has (have) been exposed to chemical or toxic substances, particulates, aerosols, or fumes. Results are sent to offices for corrective actions.

Official Copy: Environmental Health & Safety: Occupational Safety and Health
Retention: 30 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab
Retention: 6 years after corrective action taken or 6 years after end of calendar year if no corrective action taken
Disposition Method: Shred or Delete

Animal Request/Order Forms

Requests for the purchase of animals to be used in research.

Official Copy: Department of Comparative Medicine
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Other Copy: Any Ordering Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

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 

Applicant Flow Reports

Summaries of data collected on Affirmative Action Information Requests from applicants for academic personnel or professional staff positions. May include vitae of the highest ranking minority or woman candidate considered but not appointed, or documentation of measures taken to meet the requirements of the affirmative action program.

Official Copy: Office of Equal Opportunity and Affirmative Action
Retention: 3 years after end of reporting period
Disposition Method: Shred or Delete

Other Copy: Appointing Department or Dean's Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

Applications for Grants/Contracts -- Denied

A record of proposals that have been denied funding. May include Proposal for Grant or Contract, Request for Approval of Application for Grant or Contract, correspondence, notes, project/planning files, etc.

Official Copy: Office of Sponsored Programs
Retention: 1 year after end of month in which denial letter is received
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 1 year after end of month in which denial letter is received
Disposition Method: Shred or Delete

Applications for Grants/Contracts -- Not Confirmed

Provides record of University grant and contract proposals with no award decision by funding agencies. May include: Proposal for grant or contract, Proposal control sheet, Request for Approval of Application for Grant or Contract (EGC-1), correspondence, notes, etc.

Official Copy: Office of Sponsored Programs
Retention: 2 years after date of EGC-1 Approved
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after submittal
Disposition Method: Shred or Delete

Applications for Hourly and Student Employment -- Hired

Materials regarding applicants hired for hourly and student positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Hiring Office
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

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

Applications for Internal (UW) Research Support Funds -- Awarded

A record of proposals 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: 3 years after termination of project funded by award
Disposition Method: Transfer to University Archives for review

Applications for Internal (UW) Research Support Funds -- Denied

A record of unawarded applications for faculty and student research support 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. May include applications, proposals, correspondence, project/planning files, etc.

Official Copy: College/School or Department Distributing Internal Research Funds
Retention: 1 year after notification of denial
Disposition Method: Shred or Delete

Other Copy: Principal Investigator or Applicant
Retention: 1 year after notification of denial
Disposition Method: Shred or Delete

Article and Manuscript Submissions - Rejected

This series provides a record of articles or manuscripts submitted to University of Washington publications that were, upon review or after negotiation with author, rejected.

Official Copy: Any Journal
Retention: 1 year after determined unpublishable
Disposition Method: Delete or Shred

Asset Control Sheets

A record of equipment added to a department's inventory. Asset Control Sheets are produced by Equipment Inventory with information from Procurement Services regarding newly purchased equipment. Information regarding equipment is also entered into OASIS.

Official Copy: Equipment Inventory Office
Retention: Asset Control Sheets - 6 years after end of fiscal year; OASIS - 6 years after sale, transfer or deletion of equipment
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until Equipment Inventory Report is verified
Disposition Method: Recycle or Delete

Audit Reports by Internal Audit

Documentation of findings reported as a result of an audit by UW Internal Audit.

Official Copy: UW Internal Audit
Retention: 6 years after conclusion of audit/consultation
Disposition Method: Transfer to University Archives

Other Copy: Any Audited Office
Retention: 3 years after resolution of audit issues
Disposition Method: Shred or Delete

Audit Reports by State or Independent Auditor

Documentation of findings reported as a result of an audit by the State Auditor or by an independent auditing firm.

Official Copy: Any Audited Office
Retention: 6 years after resolution of audit issues
Disposition Method: Transfer to University Archives

Audit Trails and System Usage Monitoring

Records documenting the use of databases and other information technology and communication systems to ensure security and appropriate use. Includes, but is not limited to:

  • Audit trails and logs
  • Authorizations for and modifications to the configurations and settings of IT infrastructure (such as firewalls, routers, ports, network servers, etc.)
  • Log-in records, security logs, and system usage files

Official Copy: Any office 
Retention: 1 year after date of activity
Disposition Method: Delete

Audits - Sponsored Programs

Documentation of findings reported as a result of an audit by either UW Internal Audit, the State Auditor, a Federal Agency, or independent auditing firm. Audits include site visits, program reviews, etc. 

Official Copy: UW Internal Audit (for financial audits)
Retention: 6 years after conclusion of audit
Disposition Method: Transfer to University Archives

Official Copy: Any Audited Office (for site visits and program reviews)
Retention: 6 years after conclusion of audit
Disposition Method: Transfer to University Archives for review

Authorization to Apply for a Banquet Permit to Serve Alcohol

Form which provides a record of University offices who have applied for a permit to serve alcoholic beverages on campus. Includes a description of the event; date; location; and estimated attendance.

Official Copy: Chair, Use of University Facilities Committee
Retention: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete

Official Copy: UWT: Office of the Chancellor
Retention: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration
Retention: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 6 months after end of event
Disposition Method: Recycle or Delete

Award Files

A record of achievements and special recognition for a program, department or individual. May include Zoom or other conferencing platform recordings of event. Includes monetary awards.

Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Award Files

Provides a record of awards/special recognition and achievements for a particular student.  May include Zoom or other conferencing platform recordings of event. Does not include scholarships.

Official Copy: Any Office
Retention: 6 years after award presented
Disposition Method: Shred or Delete

Award Files--Not Awarded

Comprised of material submitted regarding faculty members, graduate students, staff members, etc. nominated for one of the many awards bestowed by the University. May include application materials, curriculum material, syllabi, supporting correspondence, etc.

Official Copy: Any Office
Retention: 2 years after end of academic year
Disposition Method: Shred or Delete

Background Checks for Academic Appointments

A record of completed criminal background check authorization forms, criminal background check results, character, competence and suitability assessments and all other applicable background information performed by either the Washington State Patrol and/or the commercial consumer reporting agency vendor that conducts background checks for the University. 

Official Copy: College, School or Department—for Academic Personnel positions
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Backup for Disaster Preparedness/Recovery

Routine/cyclical backups of IT systems and data for the purposes of disaster preparedness and recovery.

Official Copy: Any Office
Retention: Until Obsolete
Disposition Method: Delete

Ballots

A record of the votes cast to decide on a policy/procedure change or to determine the outcome of a departmental choice, or to select members of a committee or representative for a specific position including the Health and Safety Committee. Does not include ballots relating to Tenure.

Official Copy: Any Office
Retention: 1 year after votes counted
Disposition Method: Shred or Delete

For Ballots for Appointment, Promotion or Tenure, please see Personnel and Payroll Records

Ballots for Appointment, Promotion or Tenure

A record of ballots cast by faculty members regarding the appointment, promotion or tenure of another faculty member. 

Official Copy: Academic Offices
Retention: For ballot issues that result in denial of tenure: 3 years after ballots counted; for other appointment, promotion, or tenure ballot issues: 1 year after ballots counted
Disposition Method: Shred or Delete

Bank Records

A record of transactions with a bank. May include deposit slips, cash register or adding machine tapes attached to bank-validated deposit tickets, monthly statements, etc.

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 periods:

Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Official Copy: UWT: Finance Department: Cashier
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Official Copy: Departments with Direct Deposit
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Bid Documents

A record of proposals (bids) received from vendors for goods or services, in response to a solicitation (RFx).  May include any type of RFx, including  RFP, RFQ, RFQQ, RFI, or ITB, awarded or denied bids, bid evaluation forms, correspondence, opened bids and correspondence relating to solicitations which were later cancelled, etc.

Official Copy: Procurement Services
Retention: 6 years after contract awarded or solicitation cancelled
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 1 year after award of bid or solicitation cancelled
Disposition Method: Recycle or Delete

Billing Source Documents

Documentation used by UW Recharge/Cost/Service Centers (e.g., Mailing Services, Fleet Services, Facilities Services, Creative+Communication, University Temporary Services, Telecommunications, etc.) to prepare Cost Transfer Invoices (CTIs), Internal Sales Documents (ISDs), recharge documents, journal vouchers or invoices for the purpose of charging other budgets or non-UW entities for services or supplies. May describe, in greater detail than billing document, services or supplies provided. May include work orders, service requests, logs of goods/services provided, etc.

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 periods:

Official Copy: Any Issuing Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Other Copy: Any Receiving Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Billing Source Documents for Grants/Contracts

Documentation used by UW Recharge/Cost/Service Centers to prepare Cost Transfer Invoices (CTIs), Internal Sales Documents (ISDs), recharge documents, journal vouchers, or invoices for the purpose of charging other budgets or non-UW entities for services or supplies. May describe in greater detail than billing document the service or supplies provided. May include work orders, service requests, logs of goods/services provided, etc. 

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 periods

Official Copy: Any Issuing Office
Retention: 6 years after submission of a financial status report 
Disposition Method: Recycle or Delete

Other Copy: Any Receiving Office
Retention: 3 years after submission of a financial status report
Disposition Method: Recycle or Delete

Board of Regents

A record of actions taken and decisions made by the UW Board of Regents. Includes agendas, minutes, reports, correspondence, etc.

Official Copy: Board of Regents
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives

Other Copy: College/School or Department
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

 

Brainstorming and Collaborating

Records generated as part of the brainstorming/collaboration process. This activity can occur in email as well as in collaborative cloud applications like Slack, JIRA, SmartSheet, or on flip charts, notepaper, post-it notes, email, etc.

Official Copy:  Any Office
Retention:  Reference purpose served
Disposition Method:  Recycle or Delete

Budget Number Requests

Provides a record of requests by an office to establish a new budget number.

Note: From July 2023, these records will be considered obsolete due to the introduction of Workday Finance. Records created before July 2023 should be maintained for the following retention periods:

Official Copy: Office of Planning & Budgeting
Retention: 6 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 1 year after budget closed
Disposition Method: Recycle or Delete

Budget Preparation Files/Working Papers

Document departmental budget planning process for a biennial budget proposal. May include correspondence, reports, statistics, etc.

Official Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Transfer to University Archives for review

Budget Requests -- Final

Record of a budget request to the Provost by Deans, Vice Provosts, Vice Presidents or Chancellors.

Official Copy: Office of Planning and Budgeting
Retention: 4 years after end of biennium
Disposition Method: Transfer to University Archives

Other Copy: Deans' or Vice Presidents' Offices
Retention: 2 years after end of biennium
Disposition Method: Transfer to University Archives

Budget Revision Documentation

A record of requests for adjustments to a budget request made to the Provost. May include Request for Budget Revision, correspondence and related supporting papers.

Official Copy: Office of Planning and Budgeting
Retention: 4 years after end of biennium
Disposition Method: Recycle or Delete

Other Copy: Deans' or Vice Presidents' Offices
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Building Files

A record of space renovation, capital projects and other improvements to department facilities. Includes Environmental Impact Statement.

Official Copy: Facilities/ Project Delivery Group/ Facilities Information Library / Maintenance and Construction
Retention: varies (refer to Department schedules)

Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

Building Hour Modification Requests

A record of a department's request to change the posted building hours.

Official Copy: Building Coordinator
Retention: until superseded by new building hours
Disposition Method: Recycle or Delete

Building Leases

Documents the legal, management and financial actions taken when the UW is the tenant/Grantee for property leases for UW use.

Official Copy: UW Real Estate Office
Retention: 6 years after Termination of Lease
Disposition Method: Transfer to University Archives

Other Copy: College/School or Department
Retention: 6 years after Lease expires
Disposition Method: Shred or Delete

 

Calendars, Appointment Books, Daily Schedules, Telephone Logs

A record of UW-related appointments, schedules, meetings, visitors and routine phone call logs. 

Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Recycle or Delete*

*Click here for instructions on deleting Outlook calendars

Cash Transmittals

Report currency and checks transferred from a UW department to Student Accounts: Cashier's Office, or directly to the bank (Direct Deposit), and credited to UW budgets.

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 periods:

Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Official Copy: Student Fiscal Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Catalogue Records

Provides a record of a library's holdings. The record may contain item information, such as holding location, call number, author, title, notes, etc. and may be in hardcopy or electronic format.

Official Copy: Any Library
Retention: 0 years after withdrawal of material
Disposition Method: Delete

Certificate of Exemption for Human Subject Research

Form completed, in lieu of formal application, for low-risk research using human subjects. Approved and signed by chair of department, forms include information such as project title, grant title, category under which research qualifies for exemption, abstract of project and human subject information (checklist).

Official Copy: Human Subjects Division
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Principal Investigator
Retention: 5 years after termination of grant
Disposition Method: Shred or Delete

Change of College/School and/or Major Forms

A record of authorization from the appropriate Dean(s) for a student to change to a different college/school and/or major.

Official Copy: Registrar's Office
Retention: 2 years after end of quarter
Disposition Method: Shred or Delete

Other Copy: Any Advisory Office/Dean's Office
Retention: 1 year after student inactive or graduated
Disposition Method: Shred or Delete

Check Registers

A record of the names and signatures of employees indicating receipt of their paychecks for a particular pay period.

Official Copy: Home Department
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

Official Copy: UWT: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete

Check Requests

Requests for a check to be written by Procurement Services. Includes name of recipient, reason for payment, amount, approval signature, check number, date account charged, etc.

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 periods:

Official Copy: Procurement Services
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Chemical Hygiene Plan - Laboratory Specific

Documentation of safety measures implemented in labs to ensure protection of employees against chemical exposure. The lab specific plan is part of the overall Lab Safety Manual. 

Official Copy: Any Lab
Retention: 6 years after superseded
Disposition Method: Transfer to University Archives

Chemical Inventories

This series provides a record of the locations of toxic chemicals as required by WAC 296-802-20010. May include records from the retired Lab Safety System, which MyChem replaced.

Official Copy: Environmental Health & Safety: Environmental Programs Office
Retention: 30 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab (Hardcopy)
Retention: 1 year after superseded or office/lab closed
Disposition Method: Shred or Delete

Chemical Treatment Log

This series documents the discharge of treated chemicals into the sewer system.

Official Copy: Any Lab
Retention: 3 years after Calendar Year
Disposition Method: Shred or Delete

Clinic Appointment Calendars

Provides record of patient appointments. May now be found in CMS (or current database).

Official Copy: Any Clinic 
Retention: 6 years after end of calendar year
Disposition Method: Shred

Clinic Schedules

Tracks student and faculty assignment to individual clinics and provides clinic coverage information. May act as attendance record of students assigned to the clinic.

Official Copy: Any Clinic
Retention: Until end of quarter
Disposition Method: Shred

Collections Files

A record of efforts to collect payment on outstanding invoices or on checks returned because of insufficient funds (NSF). May include collection letters, correspondence with collection agency, logs of collections actions, lists of uncollectable accounts, Aging Reports, etc.

Official Copy: Housing & Food Services: Accounting Services
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

Official Copy: Any office authorized to maintain its own billing/collection system
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

Complaint Files Investigated by Civil Rights Investigation Office (CRIO)

Provides a record of complaint investigations and resolutions of complaints. Includes discrimination, harassment, retaliation and sexual misconduct complaints. May include information about complaint, correspondence, etc.

Official Copy: CRIO
Retention: 6 years after file closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after file closed
Disposition Method: Shred or Delete

Complaint Files Investigated by Human Resources

Provides a record of complaints investigated by Human Resources.  Includes discrimination and sexual harassment complaints.  May include information concerning the complaint, investigation, and resolution. 

Official Copy: Human Resources Operations
Retention: 6 years after file closed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after file closed
Disposition Method: Shred or Delete

Complaints and Grievances - Exonerated

Records relating to complaints and grievances filed in cases of affirmative action, discrimination, equal opportunity employment, harassment issues and other workplace conditions and issues in which the complaint proved to be unsubstantiated. Includes, but is not limited to: filed complaints and grievances, supporting documentation, agency response and decisions, legal actions, arbitration or mediation efforts, determinations and appeals. Note: Records may be retained upon employee request and in case of pending legal action.

Official Copy: Any Office
Retention: Exoneration
Disposition Method: Shred or Delete

Conflict of Interest Files (COI)

Provides a record of University efforts to manage, reduce, or eliminate Financial Conflicts of Interest between Investigators and Innovators and Companies, or other external organizations who fund research, collaborate on research, or for which Investigators have a Significant Financial Interest which may include providing outside professional services. Records for sponsored research are initiated at time of proposal, records for internal research and technology transfer are initiated by first disclosure or request to review by researcher or other administrative unit. Files are established when an employee with the designated role of Investigator involved in University research, or Innovator for technology transfer has a Financial Conflict of Interest between outside interests or activities and research, sponsored program, or technology transfer occurring at the University.

Official Copy: Office of Research: Administration
Retention: 6 years after close of study
Disposition Method: Shred or Delete

Other Copy: College/School or Department and Principal Investigator
Retention: 6 years after close of study
Disposition Method: Shred or Delete

Conflict of Interest Files (COI)--Not Funded

Provides a record of University efforts to ensure there is no Financial Conflict of Interest between Investigators and the companies, or other external organizations who fund research, collaborate on research, or for which Investigators have a Significant Financial Interest which may include providing outside professional services. Digital records are created at time of proposal and are retained in the Financial Interest Disclosure System (FIDS).

Official Copy: Office of Research: Administration
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

Other Copy: College/School or Department and Principal Investigator
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

Consent Forms (Adults)--Professional Services Rendered by a Psychologist

Records relating to the permission granted by adult subjects receiving professional services rendered by a psychologist. (As per WAC 246-924-354). 

Official Copy: College/School or Department
Retention: 8 years after last contact with client
Disposition Method: Shred or Delete

Consent Forms (Minors) Age 13 And Younger--Professional Services Rendered by a Psychologist

Records relating to the permission granted by parent, legal guardian or other adult, for minors under the age of 14 to receive professional services rendered by a psychologist, as well as records of assent by children receiving professional services rendered by a psychologist.  (As per WAC 246-924-354)

Official Copy: College/School or Department
Retention: 22 years after date of birth
Disposition Method: Shred or Delete

Consent Forms (Minors) Age 14 and Older--Professional Services Rendered by a Psychologist

Records relating to the permission granted by parent, legal guardian or other adult, for minors between the ages of 14 through 22 to receive professional services rendered by a psychologist, as well as records of assent by children receiving professional services rendered by a psychologist.  (As per WAC 246-924-354)

Official Copy: College/School or Department
Retention: 8 years after last contact with client
Disposition Method: Shred or Delete

Consent Forms for Research: Human Subjects Research

Records relating to the permission granted by adult subjects for themselves, or in the case of a minor, by a parent or legal guardian, as well as records of assent by children, for participation in a human subject research program, and/or clinical studies/trials.

Official Copy: Principal Investigator
Retention: 6 years after close of study
Disposition Method: Shred or Delete

Consolidated Budget Status Report

Monthly report which consolidates department state-funded budget information. Provides a cumulative summary of financial status. Includes budget name, budget number, funding agency, budget period, etc. Generated for reference purposes from Financial Accounting System database.

Note: From July 2023, these records will be considered obsolete due to the introduction of Workday Finance. Records created before July 2023 should be maintained for the following retention period:

Other Copy: College/School or Department
Retention: until superseded
Disposition Method: Recycle or Delete

Continuing Education Course Records

Provides a record of continuing education courses. May provide proof of attendance for professionals taking course for continuing education credit, financial records, registrant list, credits awarded, advertisements for course, course evaluation, contract with instructor, etc.

Official Copy: Any Office
Retention: 7 years after course completed
Disposition Method: Shred or Delete

Continuing Education Credit Course Planning Materials

Materials generated in the development of a course offered for continuing education credit. May include meeting minutes and agendas; planning teleconferences; emails; memos; correspondence; a copy of the proposal submitted to the credit awarding organization; etc.

Official Copy: Any Office
Retention: 7 years after course no longer offered
Disposition Method: Shred or Delete

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

Controlled Substances and Alcohol Misuse-Education and Training Records

This series provides a record of supervisors who conduct controlled substance and alcohol training sessions and Commercial Driver’s License employees who attend the training. Includes driver’s signed receipt of the education materials, policies and supervisor training. As per 49 CFR 382.401.

Official Copy: Any Office
Retention: 6 years after cessation of duties
Disposition Method: Shred or Delete

Controlled Substances, Program Administration and Alcohol Test Records

This series provides a record of the administration of the controlled substances/alcohol testing program for Commercial Driver’s License employees.  It includes positive tests results for controlled substances/alcohol misuse and documents an employee’s refusal to take the test.  May include employer’s copy of the controlled substance test chain of custody and control form, alcohol test form and results, previous employer background screen results if negative, etc.  May also include agreements with testing facilities, testing policy and procedures, collection logbooks, documents relating to the random selection process, and decision to administer post-accident tests or reasonable suspicions, etc. Required as per 49 CFR 382.401

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

Controlled Substances/Alcohol Test Results - Negative Results or Cancelled Tests

This series provides a record of negative or cancelled controlled substances test results and alcohol test results, with a concentration of less than 0.02, for employees with a Commercial Driver’s License. See 49 CFR 382.401 for retention requirements.

Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

Course Comment Sheets

A record of the evaluative comments written by students regarding the content and presentation of a course. After comments are compiled by the Office of Educational Assessment, comment sheets are returned to departments.

Official Copy: Faculty/Academic Departments
Retention: 5 years after tenure approved or denied
Disposition Method: Shred or Delete

Course Evaluations

Compilations of ratings and comments from individual paper course evaluation forms.  Summaries are compiled by the Office of Educational Assessment and entered into the Instructional Assessment System (IASystem) where they are kept permanently.

Official Copy: Office of Educational Assessment
Retention: 6 months after end of quarter
Disposition Method: Shred or Delete

Other Copy: Faculty/Academic Departments
Retention: 3 years after end of quarter
Disposition Method: Shred or Delete

Course Materials

Materials created and used as the basis for the content of a course.  May include notes, rubrics, PowerPoint slides, podcasts and other recordings such as Panopto, Zoom or other conferencing platform recordings.

Official Copy: Academic Departments
Retention: Retain until no longer needed for agency business plus one academic quarter (3 months)
Disposition Method: Shred or Delete

Note: Records in the Canvas LMS will be deleted 5 years after the end of the academic year; instructors will receive notification in advance of deletion. Copies of materials uploaded or created in Canvas do not need to be retained outside of Canvas.

Note: Excludes records covered by History Files

COVID-19 Prevention Plans for the Workplace

Documents measures to help ensure the health and safety of personnel by reducing the potential for COVID-19 transmission at the UW. Plans are updated as regulations and public health guidance change. Includes the University Plan which covers all University work environments as well as unit-specific plans and work area or site-specific plans necessary and appropriate to address required COVID-19 prevention and control strategies. Also includes as COVID-19 Safe Start Checklists.

Official Copy: Any Office
Retention: 6 years after cessation of safety measures
Disposition Method: Transfer to University Archives for review

COVID-19 Symptom Attestation

For the purpose of COVID-19 symptom screening, provides a record of daily symptom self-attestation submitted by individuals who were present in-person at any UW worksite locations on a particular day. Attestations must be maintained separately from other records, including an individual’s personnel record.

Official Copy: Workday
Retention: 6 years after end of fiscal year
Disposition Method: Delete

Other Copy: Any office with people not attesting via Workday
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

COVID-19 Visitor Log

Created to support contact tracing activities to limit the spread of COVID-19, tracks visitor contact information for those who may come into close contact with University personnel. Does not include attestations for on-site employees.

Official Copy: Any Office
Retention: 1 month after creation
Note: When requested, forward log records to UW Environmental Health & Safety Department (EH&S) and/or public health officials for contact tracing efforts.
Disposition Method: Shred or Delete

Credit by Exam Applications

A record of a student's eligibility to take an examination in order to obtain credit for a class without enrolling in it.

Official Copy: Office of the University Registrar (Registrar Student Services)
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: Until end of quarter in which exam is given
Disposition Method: Shred or Delete

Curriculum Committee Reports

Report of the monthly meetings of the Curriculum Committee. Includes the agenda and documents actions taken and acted upon. Includes changes to curriculum made during the month -- courses or degree programs added, dropped, or renamed, and proposals that are pending. These reports are now posted online and may be generated from Kuali Student Curriculum Management.

Official Copy: Registrar -- General Catalog and Curriculum Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives

Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete

Curriculum Proposals -- Approved

Documentation of the planning and development of academic courses or programs which have been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.).

Official Copy: Registrar -- General Catalog and Curriculum Office (In the Registrar's office, these are filed with Curriculum Committee Reports)
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives

Other Copy: Academic Departments
Retention: 5 years after proposal approved
Disposition Method: Transfer to University Archives for review 

Curriculum Proposals -- Denied

Documentation of the planning and development of academic courses or programs that have not been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.). 

Official Copy: Registrar -- General Catalog and Curriculum Office (filed with Curriculum Committee Reports)
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives for review

Other Copy: Academic Departments
Retention: 1 year after proposal denied
Disposition Method: Recycle or Delete

Data Entry Form

Provides a record of information collected via a form, log, or electronic submission that is used for data entry into a database or spreadsheet. May include financial data, research data, employee information, survey responses, questionnaires, student information, etc.

Official Copy: Any Office
Retention: Data entered and verified
Disposition Method: Shred or Delete

Degree Applications

Graduation applications received by either the Office of the University Registrar (for Bachelor's and Professional degrees) or the Graduate School (for Master's and Doctor's degrees). May include compiled lists of students eligible to graduate.

Official Copy: Office of the University Registrar (Registrar Student Services) (for Bachelor's and Professional degrees)
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete

Official Copy: UW Bothell:  Student Affairs:  Registrar
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete

Official Copy: UW Tacoma:  Enrollment Services
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete

Official Copy: Graduate School (for Master's and Doctor's degrees)
Retention: 6 years after last quarter registered
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 1 year after date of graduation, or for those who do not graduate, 1 year after end of quarter
Disposition Method: Shred or Delete

Delegation of Authority

Documents the signed delegation of authority for individuals authorized to make purchases on specific state or gift budgets.

Official Copy: Any Office
Retention: 6 years after end of fiscal year in which authorization was terminated
Disposition Method: Shred or Delete