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. You may also leave all unchecked to search across all sections.

Accident Report, Adult - No Claim Filed

General Schedule Section: Environmental Health and Safety / Facilities Records

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

General Schedule Section: Environmental Health and Safety / Facilities Records

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

General Schedule Section: Environmental Health and Safety / Facilities Records

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: Research and Occupational Safety
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 academic year
Disposition Method: Shred or Delete

Accounting Reports from Outside Vendors

General Schedule Section: School of Dentistry Records

Accounting reports produced for the School of Dentistry by outside agencies, such as ProData, Strand, etc. May include Accounts Receivable, Aging Reports, Delinquent Accounts Report, Production Reports, etc.

Official Copy: Clinical Services: Accounting and Patient Accounts Office
Retention: 6 years after end of calendar year
Disposition: Shred

Other Copy: Any Clinic
Retention: Destroy when no longer needed
Disposition Method: Shred

Accounts Receivable

General Schedule Section: Research and Grant/Contract Records

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.

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

Accounts Receivable

General Schedule Section: Financial (State and Non-Grant) Records

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.

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

Accreditation Documentation

General Schedule Section: Student and Curriculum Records

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

General Schedule Section: Library and UW Publications Records

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

General Schedule Section: Research and Grant/Contract Records

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 close of study
Disposition Method: Transfer to University Archives for review

Official Copy: Equipment Inventory Office -- final equipment inventory
Retention: 3 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

General Schedule Section: Research and Grant/Contract Records

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: 6 years after termination of project funded by award
Disposition Method: Shred or Delete

Administrative System Access and UWATS (UW Alternative Toll Service) Forms

General Schedule Section: General Office Administration Records

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 Registrar: Data Services. 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 College, School, or Department
Retention: 1 year after submission of request to office granting access
Disposition Method: Shred or Delete 

Admission Applications -- Enrolled Graduate Students

General Schedule Section: Student and Curriculum Records

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

General Schedule Section: Student and Curriculum Records

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

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

General Schedule Section: Student and Curriculum Records

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

Advisor's Files

General Schedule Section: Student and Curriculum Records

Advisor copies of student records used to monitor academic progress. May include grade reports, Advisor's Worksheets (unofficial transcripts), study abroad files, etc.

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

Affirmative Action Plans

General Schedule Section: Personnel and Payroll Records

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

General Schedule Section: Environmental Health and Safety / Facilities Records

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

General Schedule Section: Student and Curriculum Records

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

General Schedule Section: Environmental Health and Safety / Facilities Records

Record of air sampling and evaluations for the presence of air contaminants to identify if employee(s) has (have) been exposed to toxic substances. Results are sent to offices for corrective actions.

Official Copy: Environmental Health & Safety: Research and Occupational Safety
Retention: 70 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab
Retention: 6 years after corrective action taken
Disposition Method: Shred or Delete

Animal Request/Order Forms

General Schedule Section: Financial (State and Non-Grant) Records

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

General Schedule Section: General Office Administration Records, EHS

Includes 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

General Schedule Section: Personnel and Payroll Records

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 Classified Staff Employment -- Hired

General Schedule Section: Personnel and Payroll Records

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

Official Copy: Human Resources Operations -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

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

Applications for Classified Staff Employment -- Not Hired

General Schedule Section: Personnel and Payroll Records

Materials regarding applicants not hired for classified staff positions. May include applications, resumes, correspondence, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

Applications for Faculty/Academic Employment -- Not Hired

General Schedule Section: Personnel and Payroll Records

Materials regarding applicants not hired for academic positions including faculty, Chair, Dean, Director, and temporary positions (visiting scholars or scientists, clinical faculty, post-doctoral scholars, etc.). May include correspondence with rejected applicants, resumes, curricula vita, letters of reference, research proposals, evaluations of candidates, notes on employment selection, etc. 

Note: Not-hired application materials for Assistant Professor, Research Assistant Professor level or higher must be managed separately - if - the hired candidate is sponsored by the UW for a green card.

Official Copy: Appointing Department - not hired application materials for Assistant Professor, Research Assistant Professor level or higher - if - the hired candidate is sponsored by the UW for a green card.
Retention: 6 years after date of filing the Application for Permanent Employment Certification
Disposition Method: Shred or Delete

Official Copy: Appointing department for all other applicants
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

Applications for Grants/Contracts - Denied

General Schedule Section: Research and Grant/Contract Records

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

General Schedule Section: Research and Grant/Contract Records

A record of grant and contract proposals for which no award decision has been made by a funding agency. May include Proposal for Grant or Contract, Request for Approval of Application for Grant or Contract, correspondence, notes, etc.

Official Copy: Office of Sponsored Programs
Retention: 3 years after date of GC-1 receipt
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

General Schedule Section: Personnel and Payroll Records

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

General Schedule Section: Personnel and Payroll Records

Materials regarding applicants not 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 completion of hiring process
Disposition Method: Shred or Delete

Applications for Internal (UW) Research Support Funds - Awarded

General Schedule Section: Research and Grant/Contract Records

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

General Schedule Section: Research and Grant/Contract Records

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

Applications for Professional Staff Employment -- Hired

General Schedule Section: Personnel and Payroll Records

Materials regarding applicants hired for professional staff positions. May include correspondence, resumes, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: Human Resources Operations -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

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

Applications for Professional Staff Employment -- Not Hired

General Schedule Section: Personnel and Payroll Records

Materials regarding applicants not hired for professional staff positions. May include correspondence, resumes, letters of reference, evaluations of candidates, notes on employment selection, etc.

Official Copy: HRIS (Human Resource Information Systems)
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Hiring Office
Retention: 3 years after completion of hiring process
Disposition Method: Shred or Delete

Article and Manuscript Submissions - Rejected

General Schedule Section: Library and UW Publications Records

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: Shred

Assistantship/ Fellowship/ Traineeship/ Scholarships/ Research Award /Student Award by Department -- Awarded

General Schedule Section: Student and Curriculum Records

A record of applicants awarded grant, contract or state-funded assistantships, fellowships or traineeships. May include applications, recommendations, correspondence, etc. 

Official Copy: College/School or Department
Retention: 6 years after termination of award if not filed in student folder
Disposition Method: Shred or Delete

Assistantship/ Fellowship/ Traineeship/ Scholarships/ Research Award/ Student Award by Department -- Denied

General Schedule Section: Student and Curriculum Records

A record of applicants for grant, contract or state-funded assistantships, fellowships or traineeships who were not awarded the position. May include applications, recommendations, correspondence, etc. 

Official Copy: College/School or Department
Retention: 1 year after completion of application process
Disposition Method: Shred or Delete

Attorney General Case Files

General Schedule Section:

Provides record of legal issues regarding pending or ongoing litigation under the jurisdiction of the Attorney General’s Office, collected and maintained to document the agency’s role with regard to any legal issue.

Official Copy: President's Office
Retention: 6 years after the case or issue is resolved
Disposition Method: Transfer to Archives for Review
Departmental Schedule: President's Office

Audit Reports by Internal Auditor

General Schedule Section: Financial (State and Non-Grant) Records

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

Official Copy: UW Internal Auditor
Retention: 6 years after administrative purpose served
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

General Schedule Section: Financial (State and Non-Grant) Records

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

Audits - Sponsored Programs

General Schedule Section: Research and Grant/Contract Records

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 resolution of audit issues
Disposition Method: Transfer to University Archives

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

Award Files

General Schedule Section: General Office Administration Records, Student and Curriculum Records, EHS

Provides a record of awards/special recognition and achievements for a program, department, or individual (including students). Includes monetary awards. Does not include scholarships.

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

Award Files--Not Awarded

General Schedule Section: General Office Administration Records

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 Academic Year
Disposition Method: Shred or Delete

Ballots

General Schedule Section: General Office Administration Records

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 Safety Committee Selection

General Schedule Section: Environmental Health and Safety / Facilities Records

This series provides a record of nominations and elections for Health and Safety Committees. may include announcements about nominations, nominations, sample ballots, voting/balloting instructions, ballots, and election result posting. Required as per WAC 296-800-13020(1).

Official Copy:  Any Office
Retention:  2 years after Election Concluded
Disposition Method:  Shred or Delete

Ballots for Appointment, Promotion or Tenure

General Schedule Section: Personnel and Payroll Records

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

General Schedule Section: Financial (State and Non-Grant) 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.

Official Copy: Procurement Services, or Departments with Direct Deposit
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

Banquet Permit to Serve Alcohol, Authorization to Apply for

General Schedule Section: General Office Administration Records

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: 6 years after end of event
Disposition Method: Recycle or Delete

Official Copy: UWT: Office of the Chancellor
Retention: 6 years after end of event
Disposition Method: Recycle or Delete

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

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

Bid Documents

General Schedule Section: Financial (State and Non-Grant) Records

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

General Schedule Section: Financial (State and Non-Grant) Records

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, the service or supplies provided. May include work orders, service requests, logs of goods/services provided, etc.

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

General Schedule Section: Research and Grant/Contract Records

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. 

Official Copy: Any Issuing Office
Retention: 6 years 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

General Schedule Section: General Office Administration Records

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

 

Budget Activity Reports (BARs)

General Schedule Section: Financial (State and Non-Grant) Records

Report budget revenue and expenditures for a single month.

Other Copy: Any office
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete

Budget Number Requests

General Schedule Section: Financial (State and Non-Grant) Records

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

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

General Schedule Section: Financial (State and Non-Grant) Records

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

General Schedule Section: Financial (State and Non-Grant) Records

Record of a budget request made 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

General Schedule Section: Financial (State and Non-Grant) Records

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

Budget Status Reports (BSRs)

General Schedule Section: Financial (State and Non-Grant) Records

Summarize budget revenue and expenditures cumulatively from biennium beginning to current month.

Other Copy: Any office
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete

Budget Status Summary Reports (BSSRs)

General Schedule Section: Financial (State and Non-Grant) Records

Cumulative monthly summaries of financial activity from the beginning of a biennium to the current month at the subsidiary ledger level.

Other copy: Any office
Retention: Considered a duplicate; may be disposed of as soon as they have served their reference purpose
Disposition Method: Recycle or Delete

Building Files

General Schedule Section: Environmental Health and Safety / Facilities Records

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

Official Copy: Facilities Services/Capital Projects/Capital Resource Planning
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

General Schedule Section: Environmental Health and Safety / Facilities Records

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

General Schedule Section: General Office Administration Records

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: 1 year after Lease expires
Disposition Method: Shred or Delete

 

Building Security Survey Reports

General Schedule Section: Environmental Health and Safety / Facilities Records

Periodic reports of surveys of UW facilities sent to Building Coordinators. Reports are used by departments to update/enhance security measures for their facilities.

Official Copy: UW Police
Retention: 1 year after end of calendar year
Disposition Method: Transfer to University Archives for review

Other Copy: Building Coordinator
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

Building Use Permits

General Schedule Section: Environmental Health and Safety / Facilities Records

A record of authorization from a Dean or department head for an individual to access a building or portion of a building.  Required for students, temporary staff or temporary faculty using a building after normal working hours, as well as for some permanent faculty or permanent staff accessing sensitive research areas. A record of the names of employees authorized to sign Building Use Permits is retained by the UW Police and Building Coordinators.

Official Copy: Dean/Department head
Retention: 1 year after permit expires
Disposition Method: Recycle or Delete

Other Copy: User
Retention: until permit expires
Disposition Method: Recycle or Delete

Calendars, Appointment Books, Daily Schedules, Telephone Logs

General Schedule Section: General Office Administration Records, EHS

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

Call Slips

General Schedule Section: Library and UW Publications Records

Provides a record of requests for retrievals. The slip contains the patron's name, User No., the item's call number, etc. This series may also be called Manual Checkout Slips or Retrieval Request Forms.

Official Copy: Any Library
Retention: Destroy after the return of object on loan
Disposition Method: Shred

Cash Register Tapes

General Schedule Section: Financial (State and Non-Grant) Records

Chronological record of cash/credit card transactions at each register.

Official Copy: Cost Centers
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

Cash Transmittals

General Schedule Section: Financial (State and Non-Grant) Records

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.

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

General Schedule Section: Library and UW Publications 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: Recycle

Central Travel Account Approvals

General Schedule Section: Financial (State and Non-Grant) Records

Provides a record of Central Travel Account transaction approval and reconciliation. Includes reviewed and signed UW Transaction Detail with Notes & Account Codes Report, invoices and receipts.

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

Certificate of Exemption for Human Subjects Research

General Schedule Section: Research and Grant/Contract Records

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

General Schedule Section: Student and Curriculum Records

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: 2 years after end of quarter
Disposition Method: Shred or Delete

Check Registers

General Schedule Section: Personnel and Payroll Records

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

General Schedule Section: Financial (State and Non-Grant) Records

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.

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

General Schedule Section: Environmental Health and Safety / Facilities Records

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

General Schedule Section: Environmental Health and Safety / Facilities Records

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: 70 years after end of 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

General Schedule Section: Environmental Health and Safety / Facilities Records

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

General Schedule Section: School of Dentistry Records

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

General Schedule Section: School of Dentistry Records

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

General Schedule Section: Financial (State and Non-Grant) Records

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, or any office authorized to maintain its own billing/collection system
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

Committees/Councils/Teams/Faculty and Staff Meetings

General Schedule Section: General Office Administration Records, Environmental Health and Safety / Facilities Records

A record of actions and decisions of committees, councils, faculty and staff meetings.  Includes minutes, agendas, notes, reports, etc.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives for review

Complaint Files (Discrimination and Harassment Complaints not filed with or investigated by UCIRO)

General Schedule Section: Personnel and Payroll Records

Provides a record of complaints investigated locally either by the home department and/or Human Resources, and not by UCIRO. Documents may include, at a minimum, information concerning the complaint and investigation; investigation report; and resolution.

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

Complaint Files (Exonerated)

General Schedule Section: Personnel and Payroll Records

Provides a record of personnel complaints investigated locally either by the home department and/or Human Resources, and not by UCIRO, in which the complaint proved to be unsubstantiated.

Official Copy: Home Department or Human Resources
Retention: As soon as file closed
Disposition Method: Shred or Delete

Complaint Files (investigated by UCIRO)

General Schedule Section: Personnel and Payroll Records

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

Official Copy: Risk Management Office
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

Consolidated Budget Status Report

General Schedule Section: Financial (State and Non-Grant) Records

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.

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

Continuing Dental Education Course Files

General Schedule Section: School of Dentistry Records

Provides a record of each continuing dental education course. May include course outline, income received for course, registrant list, credits awarded, advertisements for course, course evaluation, development files, contract with instructor, and financial statistics.

Official Copy: Continuing Dental Education
Retention: 7 years after end of calendar year
Disposition Method: Transfer to Archives for review

Other Copy: Any Clinic offering a continuing dental education course
Retention: 3 years after end of calendar year
Disposition Method: Shred

Continuing Education Course Records

General Schedule Section: Student and Curriculum 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

General Schedule Section: Student and Curriculum Records

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

General Schedule Section: General Office Administration Records

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

Other 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

General Schedule Section: Environmental Health and Safety / Facilities 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

General Schedule Section: Environmental Health and Safety / Facilities 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

General Schedule Section: Environmental Health and Safety / Facilities Records

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

Correspondence Files

General Schedule Section:

Provides a copy of incoming/outgoing presidential correspondence. Includes both internal and external communications to or from the university president and/or executive management concerning university policy, concerns, actions, or issues.

Official Copy: President's Office
Retention: 6 years after the date of the document
Disposition Method: Transfer to Archives
Departmental Schedule: President's Office

Course Comment Sheets

General Schedule Section: Student and Curriculum Records

A record of the evaluative comments written by students regarding the content and presentation of a course. NOTE: 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

General Schedule Section: Student and Curriculum Records

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

General Schedule Section: Student and Curriculum Records

Materials created and used as the basis for the content of a course.  May include notes, rubrics, PowerPoint slides, podcasts and other 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.

Credit by Exam Applications

General Schedule Section: Student and Curriculum Records

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: Registrar's Office -- Graduation and Academic Records
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

General Schedule Section: Student and Curriculum Records

A record of curriculum changes approved during the Curriculum Committee's monthly meeting. May include information on the addition, deletion or renaming of courses or degree programs.

Official Copy: Registrar -- General Catalog and Curriculum Office
Retention: 5 years after end of quarter
Disposition Method: Transfer to University Archives

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

Curriculum Database Printouts

General Schedule Section: Student and Curriculum Records

Quarterly comprehensive listing of all approved courses currently offered by an academic department.

Official Copy: Registrar -- General Catalog and Curriculum Office
Retention: 3 years after end of quarter
Disposition Method: Recycle or Delete

Other Copy: Academic Departments
Retention: see Electronic Records which do not need to be Retained. Specifically, Student Records.
Disposition Method: Recycle or Delete

Curriculum Proposals -- Approved

General Schedule Section: Student and Curriculum Records

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
Retention: 2 years after course is dropped
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

General Schedule Section: Student and Curriculum Records

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
Retention: 2 years after end of academic year
Disposition Method: Recycle or Delete

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