UW General Records Retention Schedule Advanced Search

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
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

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

A record of proposals for faculty and student research support awarded from funds established within a School or department. May include but is not limited to: applications for funding from the Graduate School Research Fund, Royalty Research Fund, departmental research funds.  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

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

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.

For awards involving students refer to Student and Curriculum Records -- Award Files

Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Transfer Summary Documentation to University Archives. Shred or Delete working files.

Documents the departmental budget planning process for a fiscal year budget proposal. May include correspondence, reports, statistics, working files, and supporting materials.

Official Copy: Any Office
Retention: 3 years after end of fiscal year in which the budget was prepared
Disposition Method: Transfer to University Archives for review

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 Contract/Lease
Disposition Method: Shred or Delete

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

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

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: 2 years after program 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 

Department specific plan regarding health and safety concerns and the prevention of accidents. Also includes the emergency evacuation and operations plan. May include the Accident Prevention Plan, Supplemental Accident Prevention Plan or Job Hazard Analysis.

Official Copy: Any Office
Retention: 6 years after superseded or updated
Disposition Method: Transfer to University Archives for review

Audio/Visual documentation including web content and social media content, of events, people, facilities and activities. Includes Zoom or other conferencing platform recordings. May also include: programs, lists of VIPs in attendance, transcripts of speeches, and planning and coordination records.

Note: Photographs, videos, and recordings that are directly related to a student and maintained by the institution are education records subject to FERPA.

Official Copy: Any Office
Retention: Reference purpose served
Disposition Method: Transfer to University Archives for review

A record of the judicial proceedings of a faculty committee for the resolution of differences.

Official Copy: Office of Faculty Senate and Governance
Retention: 6 years after case closed
Disposition Method: Shred or Delete

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

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after claim resolved
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after claim resolved
Disposition Method: Shred or Delete

This series includes facility signed manifests, land disposal restrictions, and certificates of disposal for hazardous waste.

Official Copy: Environmental Health and Safety: Environmental Programs Office
Retention: 30 years after the end of the calendar year
Disposition Method: Transfer to University Archives

Other Copy: Any Off-campus Facility
Retention: 5 years after site no longer generates hazardous or dangerous waste
Disposition Method: Shred or Delete

Records or products developed or produced as the result of a research grant or grant agreement.  May include but is not limited to:  reports, studies, surveys, educational materials, prototypes, publications, videos, recordings, and multi-media materials.

Official Copy: Principal Investigator
Retention: 6 years after close of study
Disposition Method: Transfer to University Archives for review

A record of insurance policies for property such as scientific instruments, equipment or fine art.  May include correspondence, photographs, policies and claims. Includes documentation and policies pertaining to special insurance needs.

Official Copy: Compliance and Risk Services
Retention: 6 years after termination policy
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 3 years after termination or renewal of policy
Disposition Method: Shred or Delete

Documented method for identifying and evaluating hazards associated with tasks (steps) with a specific job or activity and eliminating or mitigating them prior to conducting work. This document may be included as part of the Departmental Health and Safety Manual.

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

Summaries of monthly and quarterly activity or project/program status. May include statistics.

Official Copy: Any Office
Retention: 3 years after end of reporting period
Disposition Method: Transfer to University Archives for review

Records of a department's organizational structure or its relationship to other offices and departments. May delineate lines of responsibility, chain of command, etc. 

Official Copy: Any Office
Retention: until superseded or office no longer exists
Disposition Method: Transfer to University Archives

Documents department or program outreach efforts to the University as well as to specific audiences outside the University community.

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

Comprehensive record of all personnel actions affecting an academic appointee. 

May include but is not limited to:

• Offer Letter
• Appointment Letters
• Reappointment Letters
• Degree Verification
• Retention Agreement Documents
• Salary Adjustment Documentation
• Application for Sabbatical Leave
• Clock Extension Request Letter
• CV/Bibliography
• Endowment Agreement
• Joint Appointment Documents
• Leave Without Pay Documents
• Resignation Letter
• VRI Documentation
• Merit Documents
• Disciplinary Letter
• Postdoctoral Scholar Data Sheet

Official Copy: UWHR Operations
Retention: 50 years after termination of employment -- basic biographical information will be retained by the University Archives
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after termination of employment with department
Disposition Method: Shred or Delete

Records of the establishment of policies and procedures. May include background material, manuals, directives, etc. 

Official Copy: Any Office
Retention: 6 years after policy/procedure is superseded
Disposition Method: Transfer to University Archives

Records relating to the planning and/or execution of marketing and promotional activities conducted by the office to promote its mission. May include: audio/Visual documentation such as flyers or brochures, web and social media content, and Zoom or other conferencing platform recordings.

Official Copy: Any Office
Retention: Reference purpose served; Transfer one copy of the final publication to the University Archives
Disposition Method: Shred or Delete

Documentation of the production of materials for publication by a department or program. May include rough drafts and working materials for brochures, flyers, announcements, reports, newsletters, etc.

NOTE: For all other types of publications, please see Library and Publication Records of the General Records Retention Schedule

Official Copy: Any Office
Retention: 3 years after date of publication; transfer one copy of final publication to the University Archives
Disposition Method: Recycle or Delete

Compilations of data obtained by the Registrar's Office regarding student enrollment, courses, grade distribution, scholarship, ethnicity of students, etc. May include Class Enrollment Count, Class Size Monitoring Report, Class Standing by College, Course Content Report, Cumulative Registration Enrollment Report, Ethnic Enrollment Survey, Grade Distribution Report, Graduate Students List, Official Registered List, Scholarship Reports, Variable Credit Class Census, Withdrawn Students List, etc.

Official Copy: Enrollment Information Services
Retention: Variable depending on report, refer to departmental records retention schedule; transfer to University Archives for review
Disposition Method: Shred or Delete

Official Copy: UW Bothell: Student Affairs: Registrar
Retention: Variable depending on report, refer to departmental records retention schedule; transfer to University Archives for review
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 1 year after end of quarter
Disposition Method: Shred or Delete

A record of a departmentally-administered (not administered by UW Financial Aid) financial award program made to students. May include documentation of the establishment of the fund supporting the award program (requirements for the award(s), donations received, copies of wills, etc.), criteria, decisions regarding the administration of the award program, list of recipients, etc. Does not include financial records; Refer to Financial Records for State and Non-Grant Budgets and Administration Records for Internal (UW) Research Support Funds -- Awarded.

Official Copy: College/School or Department
Retention: 6 years after termination of award program
Disposition Method: Transfer to University Archives for review 

Security measure surveys done of campus buildings upon request from a Director, Dean or Building Coordinator. 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: Dean/Director/Building Coordinator
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

A record of the planning, development and presentation of special educational forums or events presented or sponsored by the UW or held in UW facilities. May include project/planning files for student enrichment. Includes lecture series, conferences, seminars, short courses, conventions, institutes, field trips, summer camps, etc. Does not include permission slips or financial records. May include Zoom or other conferencing platform recordings.

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

Supplies (multiple copies) of departmentally-produced printed documents which are superseded, obsolete or otherwise valueless. May include program brochures, booklets, flyers, forms, catalogs, directories, manuals, posters and other informational materials produced by a department for wide distribution. 

NOTE: One copy of all UW publications should be sent to the University Archives at Box 352900. Contact them to send materials electronically.

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.

Plan covers specific health and safety topics related to the worksites and job hazards within an individual department. May be included as part of the Departmental Health and Safety Manual.

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

A summary record of the compiled responses to surveys or questionnaires. Includes blank sample survey form and report of results. Includes survey/questionnaires completed electronically via Outlook, MSForms, Survey Monkey, etc.

Note: Does not apply to surveys or questionnaires related to IRB approved research.

Official Copy: Any Office
Retention: 3 years after end of academic year
Disposition Method: Transfer to University Archives