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Retention: 6 years after accreditation, or until superseded by new accreditation, whichever is longer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
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
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
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
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
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
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
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
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
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
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
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
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
Departmental Health and Safety Manual
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
Disposal of Radioactive Waste - Form 160
Form provided by EH&S, Radiation Safety to document the use and disposal of unsealed radioactive material. Once the unsealed radioactive material is used, the Form 160 is sent to Radiation Safety from a lab, or the information on the Form 160 is entered into a database by the lab, to document the method of disposal for the radioactive material.
Official Copy: Environmental Health and Safety: Radiation Safety Office
Retention: Termination of UW radioactive materials license
Disposition Method: Transfer to University Archives
Other Copy: Any Lab
Retention: 1 years after copy is sent to Radiation Safety or entered into the Radiation Safety database by the lab
Disposition Method: Shred or Delete
Endowment Fund Records
Correspondence and summary reports related to trust agreements, establishment of endowment funds, use of funds, etc.
Official Copy: Treasurer's Office
Retention: 6 years after endowment liquidated
Disposition Method: Transfer to University Archives for review
Other Copy: College/School or Department
Retention: 1 year after funds dispersed
Disposition Method: Transfer to University Archives for review
Faculty Adjudication Files
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
Fire/Incident Investigation Reports
Record of investigation of fires and incidents in UW buildings. Includes photos, inspectors reports, interviews, details regarding alarm systems, etc.
Official Copy: Environmental Health and Safety: Occupational Safety and Health
Retention: 6 years after completion of investigation
Disposition Method: Shred or delete
Other Copy: Any Office
Retention: until completion of investigation
Disposition Method: Shred or Delete
Hazardous Waste Tracking Records
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
History Files
Documentation of the history and development of an office, program, event, or course. May include photographs, videotapes, Zoom or other conferencing platform recordings, newsletters, course descriptions, syllabi, bibliographies, sample examinations, etc.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives
Human Subject Research: Deliverables
Records or products developed or produced as the result of a research grant or grant agreement. May include: reports, studies, surveys, educational materials, prototypes, publications, videos, recordings, and multi-media materials, etc
Official Copy: Principal Investigator
Retention: 6 years after close of study
Disposition Method: Transfer to University Archives for review
Informal Events
Records relating to routine celebrations/events (such as staff recognition holiday parties, retirements, accomplishments and initiatives not related to the mission of the office). May include Zoom or other conferencing platform recordings and photographs.
See also Photographs and Recordings.
Official Copy: Any Office
Retention: 6 years after the end of the academic year
Disposition Method: Transfer to University Archives for review
Insurance
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 or renewal of policy
Disposition Method: Transfer to University Archives for review
Other Copy: Any Office
Retention: 6 years after termination or renewal of policy
Disposition Method: Transfer to University Archives for review
Invention Disclosure Package
Confidential material on new patents awarded to UW. Provided by CoMotion to Dean/Chair of inventor's College/School or Department. May include copies of disclosure letter, invention power of attorney and assignment of rights, US patent form, etc.
Official Copy: College/School or Department
Retention: administrative purpose served
Disposition Method: Transfer to University Archives for review
Job Hazard Analysis
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
Meeting Records of Governing/Executive/Policy-Setting Bodies
Records documenting the actions, meetings, and membership of UW governing bodies, executive management teams, and other policy-setting/decision-making boards, committees, commissions, councils, task forces, faculty meetings, etc. Includes agendas, meeting/agenda packets (briefs, reference materials, etc.); recordings of meetings on conferencing platforms or audio/visual recordings, or minutes or transcripts of proceedings.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives for review
Monthly/Quarterly Reports
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
Non-cash Gift Records (Donor Files)
Provides a record of non-cash gifts, including both non-appraised and appraised items, received by the UW Libraries. May include gift transmittal, gift report form, correspondence, etc. which document the donation to the UW Libraries
Official Copy: UW Libraries: Gifts Program
Retention: 10 years after last gift from donor
Disposition Method: Transfer to University Archives for review
Other Copy: Any Library
Retention: Forwarded to Gifts Program
Organization Charts and Listings
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
Disposition Method: Transfer to University Archives
Orientation and Training Files
A record of materials developed and used in the training of new UW personnel.
Official Copy: Employing Department
Retention: until superseded
Disposition Method: Transfer to University Archives for review
Outreach Programs
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: Transfer to University Archives for review
Permission Request Letter
Provides a record of requests from individuals or publishers who want to use an article from a journal. May include a copy of the text sent to the individual or publisher.
Official Copy: Any Journal
Retention: 6 years after approval granted or denied
Disposition Method: Transfer to University Archives for review
Personnel Records for Academic Personnel
Comprehensive record of all personnel actions affecting an academic appointee. May include:
- 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
- Settlement Agreements
- Merit Documents
- Disciplinary Letter
- Postdoctoral Scholar Data Sheet
- Etc
Official Copy: Academic Human Resources
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
Photographs and Recordings
Audio/Visual documentation including web content and social media content, of events, people, facilities and activities. Includes Zoom or other conferencing platform recordings. Used for promotional or instructional purposes, or to document events, etc.
Official Copy: Any Office
Retention: 6 years after end of academic year
Disposition Method: Transfer to University Archives for review
Policies and Procedures
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
Program Review and Evaluation
Documents the internal and external evaluation and review of graduate and undergraduate departments, special programs/interdisciplinary centers/institutes within a specific school or college. May include comments from outside sources, students, faculty, administrators, other interested parties, and institutional comparisons. Includes 10 year departmental self-evaluation and review.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives for review
Publication History File
Documentation of the history and development of a journal. May include former board or peer reviewers, distribution statistics, etc.
Official Copy: Any Journal
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives for review
Publications Production Records
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
Publishing and/or Copyright Agreement
An agreement between the University of Washington and the author regarding the writing of a journal article. May include copyright agreement or related documents, proof of layout, etc. Also includes the final approval of the article.
Official Copy: Any Journal
Retention: 6 years after termination of contract
Disposition Method: Transfer to University Archives for review
Registrar's Statistical Reports
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
Scholarships/ Assistantships and Other Departmental Financial Awards -- Program Records
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
Search Committees for Executive Heads of Major Administrative or Academic Divisions
A record of committee procedures and decisions in the recruitment for positions including, or on a similar organizational level, to: President, Provost, Dean, Vice President, Vice Provost, or Director position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc. Does not include materials submitted by an applicant.
Official Copy: Any Office
Retention: 10 years after end of search
Disposition Method: Transfer to University Archives for review
Security Assessments
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
Space Assignment
Annual inventory of space assigned to each department, with functional designations for each room or area.
Official Copy: Facilities: Campus Architecture & Planning
Retention: 10 years after end of calendar year
Disposition Method: Transfer to University Archives
Official Copy: UWT: Chancellor
Retention: 10 years after end of calendar year
Disposition Method: Transfer to University Archives
Official Copy: UWB: Administrative Services
Retention: 10 years after end of calendar year
Disposition Method: Transfer to University Archives
Other Copy: Any Office
Retention: until superseded by next completed survey
Disposition Method: Recycle or Delete
Special Educational Events, Forums, and Activities
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
Statistics
Compiled information used to document office functions, activities, and accomplishments.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to University Archives for review
Stocks of Publications
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.
Strategic/Programmatic Planning
Documentation of long-range, programmatic goal setting and planning directly tied to the mission of the department and of potential historic importance for the university. Records reflect decisions relating to major operational changes (including in departments functions) or projects. May include statistics, correspondence, notes, reports, budget information, conferencing platform recordings, etc.
Refer to Financial Records For State and Non-Grant Budgets for financial transactions.
Official Copy: Any Office
Retention: 6 years after end of calendar year/conclusion of project
Disposition Method: Transfer to University Archives for review
Supplemental Accident Prevention Plan
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
Survey Records - Radiation Safety
Survey completed by lab staff to document radioactive contamination levels in lab. Survey is completed as required by Radiation Safety guidelines. A lab may keep their own record of surveys performed, or enter the survey into the Radiation Safety database.
Official Copy: EH&S: Radiation Safety Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to University Archives for review
Official Copy: Any Lab - If Survey is not entered into Radiation Safety Database
Retention: 5 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: Any Lab - If Survey is entered into Radiation Safety Database
Retention: Data entered and verified
Disposition Method: Shred or Delete
Survey/Questionnaire Reports
A summary record of the compiled responses to surveys or questionnaires. Includes blank sample survey form and report of results.
Official Copy: Any Office
Retention: 3 years after end of fiscal year
Disposition Method: Transfer to University Archives for review
WAC Files
Records of drafts, hearings, justification statements and other documents related to, and documenting, the development and enactment of official rules and regulations for inclusion in the Washington Administrative Code.
Official Copy: University Policy and Rules Office
Retention: 6 years after rule is superseded
Disposition Method: Transfer to University Archives for review
Other Copy: Any Office
Retention: 6 years after rule is superseded
Disposition Method: Shred or Delete