Accident/Incident Reports
A reporting of incidents and accidents regarding employees, students, and visitors in and around the University. Use of this form initiates the investigation/review process needed to improve workplace safety and health. Also provides record of third party injury claims filed against the University of Washington (UW) or University and Harborview Medical Centers.
Official Copy: Environmental Health and Safety: Occupational Safety and Health
Retention: 10 years after end of calendar year
Disposition Method: Shred or Delete
Official Copy: Compliance and Risk Services
Retention: 10 years after claim resolved
Disposition Method: Shred or Delete
Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete
Agency Reporting-Statute, Regulation, or Rule
A record of reporting to outside agencies on both the state and federal level as required by statute, regulation or rule. Includes USDA, L&I, OSHA etc.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete
Air Quality Sampling Files
Records of air sampling and evaluations for the presence of air contaminants to identify if employee(s) has (have) been exposed to chemical or toxic substances, particulates, aerosols, or fumes. Results are sent to offices for corrective actions.
Official Copy: Environmental Health & Safety: Occupational Safety and Health
Retention: 30 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: Any Office/Lab
Retention: 6 years after corrective action taken or 6 years after end of calendar year if no corrective action taken
Disposition Method: Shred or Delete
Authorization to Apply for a Banquet Permit to Serve Alcohol
Form which provides a record of University offices who have applied for a permit to serve alcoholic beverages on campus. Includes a description of the event; date; location; and estimated attendance.
Official Copy: Chair, Use of University Facilities Committee
Retention: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete
Official Copy: UWT: Office of the Chancellor
Retention: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete
Official Copy: UWB: Finance and Administration
Retention: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete
Other Copy: College/School or Department
Retention: 6 months after end of event
Disposition Method: Recycle or Delete
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
Building Files
A record of space renovation, capital projects and other improvements to department facilities. Includes Environmental Impact Statement.
Official Copy: Facilities/ Project Delivery Group/ Facilities Information Library / Maintenance and Construction
Retention: varies (refer to Department schedules)
Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete
Calendars, Appointment Books, Daily Schedules, Telephone Logs
A record of UW-related appointments, schedules, meetings, visitors and routine phone call logs.
Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Recycle or Delete*
*Click here for instructions on deleting Outlook calendars
Certificate of Exemption for Human Subject Research
Form completed, in lieu of formal application, for low-risk research using human subjects. Approved and signed by chair of department, forms include information such as project title, grant title, category under which research qualifies for exemption, abstract of project and human subject information (checklist).
Official Copy: Human Subjects Division
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: Principal Investigator
Retention: 5 years after termination of grant
Disposition Method: Shred or Delete
Check Registers
A record of the names and signatures of employees indicating receipt of their paychecks for a particular pay period.
Official Copy: Home Department
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete
Official Copy: UWT: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete
Official Copy: UWB: Finance and Administration
Retention: 6 months after end of calendar year
Disposition Method: Shred or Delete
Chemical Inventories
This series provides a record of the locations of toxic chemicals as required by WAC 296-802-20010. May include records from the retired Lab Safety System, which MyChem replaced.
Official Copy: Environmental Health & Safety: Environmental Programs Office
Retention: 30 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: Any Office/Lab (Hardcopy)
Retention: 1 year after superseded or office/lab closed
Disposition Method: Shred or Delete
Chemical Treatment Log
This series documents the discharge of treated chemicals into the sewer system.
Official Copy: Any Lab
Retention: 3 years after Calendar Year
Disposition Method: Shred or Delete
Clinic Appointment Calendars
Provides record of patient appointments. May now be found in CMS (or current database).
Official Copy: Any Clinic
Retention: 6 years after end of calendar year
Disposition Method: Shred
Conflict of Interest Files (COI)--Not Funded
Provides a record of University efforts to ensure there is no Financial Conflict of Interest between Investigators and the companies, or other external organizations who fund research, collaborate on research, or for which Investigators have a Significant Financial Interest which may include providing outside professional services. Digital records are created at time of proposal and are retained in the Financial Interest Disclosure System (FIDS).
Official Copy: Office of Research: Administration
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete
Other Copy: College/School or Department and Principal Investigator
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete
Controlled Substances, Program Administration and Alcohol Test Records
This series provides a record of the administration of the controlled substances/alcohol testing program for Commercial Driver’s License employees. It includes positive tests results for controlled substances/alcohol misuse and documents an employee’s refusal to take the test. May include employer’s copy of the controlled substance test chain of custody and control form, alcohol test form and results, previous employer background screen results if negative, etc. May also include agreements with testing facilities, testing policy and procedures, collection logbooks, documents relating to the random selection process, and decision to administer post-accident tests or reasonable suspicions, etc. Required as per 49 CFR 382.401
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete
Controlled Substances/Alcohol Test Results - Negative Results or Cancelled Tests
This series provides a record of negative or cancelled controlled substances test results and alcohol test results, with a concentration of less than 0.02, for employees with a Commercial Driver’s License. See 49 CFR 382.401 for retention requirements.
Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete
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
Destruction Log
Log used to track records which have been disposed of either by deleting, shredding or recycling. Includes name of record, authorization, dates of material, and date recycled or shredded.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Recycle or Delete
Dosimetry Data/Records
Dosimetry data provided by the UW dosimetry vendor and uploaded to a database. The data is used to track radiation exposure and provided reports to individuals and UW area dosimeter coordinators (ADCs). This data supplements the information contained in the Radiation Worker Personnel Files, which contains the legal records of personnel exposure.
Official Copy: Environmental Health and Safety: Radiation Safety Office
Retention: 5 years after end of calendar year
Disposition Method: Recycle or Delete
Other Copy: College/School/Department or Lab
Retention: 5 years after end of calendar year
Disposition Method: Recycle or Delete
Equipment Inventory Database
Provides a record of all equipment owned by an office or department. This information is kept electronically and tracks the location and status of the equipment. The database contains items not found in the Equipment Inventory Office's database.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Recycle or Delete
Equipment Inventory Reports (Physical Inventories)
A record of UW-owned and federally-owned equipment held or deleted by departments. NOTE: Inventory is updated annually by a department and recorded by the Equipment Inventory Office.
Official Copy: Equipment Inventory Office
Retention: 6 years after end of calendar year
Disposition Method: Recycle or Delete
Other Copy: Any Office
Retention: until superseded by updated and approved Equipment Inventory Report
Disposition Method: Recycle or Delete
Exception Time Reports (ETR)
A record certifying changes from the normal number of hours worked by each permanent employee paid on a particular budget for a particular pay period. Includes leave without pay, overtime, shift differentials, etc.
Note: For reports which include both state and grant/contract personnel see Research and Grant/Contract Records: ETRs for Grants/Contracts
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2017 should be maintained for the following retention periods:
Official Copy: Payroll
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: These records are now generated through Workday and do not have to be saved or printed.
Disposition Method: Shred or Delete
Fire Drill Report
This series provides a record that a fire drill was performed within a building.
Official Copy: Environmental Health and Safety: Occupational Safety & Health
Retention: 6 years after date of drill or exercise
Disposition Method: Recycle or Delete
Other Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Recycle or Delete
General/Industrial Hygiene Sampling Records
Documents Occupational Safety and Health sampling and evaluation for the presence of chemical, biological, or physical agents to ensure employee exposure to substance are within regulatory limits.
Official Copy: Environmental Health and Safety: Occupational Safety & Health
Retention: 30 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: Any Office/Lab
Retention: 6 years after corrective action taken or 6 years after end of calendar year if no corrective action taken
Disposition Method: Shred or Delete
Hazardous Waste Collection Request Form
A record of a department's request for collection of hazardous materials/waste by the Environmental Programs Office. Request may be for routine or one-time only pick-up.
Official Copy: Environmental Health and Safety: Environmental Programs Office
Retention: 1 year after end of calendar year
Disposition Method: Recycle or Delete
Other Copy: College/School/Department or Lab
Retention: 1 year after date of collection
Disposition Method: Recycle 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
Incident Reports
Internal departmental reports of facility damage, theft of UW property, etc., when no claim has been filed.
NOTE: This is not the official UW Police "Incident Report" or "Accident/Incident Report" (injuries).
Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete
Inspection/Survey Records
Provides a record of internal and external inspections or surveys of environmental issues to provide a safe and healthful workplace at the UW. Includes inspections of labs and equipment, food handling, water quality, hazardous materials and waste management, and animal facilities to ensure compliance with health and safety policies. Also includes prevention and assessment inspections by the Environmental Health and Safety Assessment team and Washington Department of Ecology inspections. May include inspection reports, test results, worksheets, etc.
Includes Inspection Reports for: Prevention and Assessment, Internal Safety Inspections, Hazardous Materials and Waste Management
Official Copy: Environmental Health and Safety
Retention: 30 years after end of calendar year
Disposition Method: Recycle or Delete
Other Copy: Any Lab
Retention: 6 years after last inspection
Disposition Method: Recycle or Delete
Legislation, Regulations, Rules –Monitoring/Tracking
Records relating to the monitoring/tracking of proposed legislation, regulations and rules with possible impact on the University under consideration by the Legislature, other state agencies, federal, or local governments. Includes, but is not limited to bill drafts, amendments, fiscal notes, memos, committee reports, monitoring reports and related records.
Official Copy: Any Office
Retention: 2 Years after end of calendar year
Disposition Method: Shred or Delete
Library Card Applications
Provides a record of application for a library card.
Official Copy: UW Seattle Libraries: Account Services
Retention: 3 years after the end of the calendar year
Disposition Method: Shred or Delete
Other Copy: UW Bothell and UW Tacoma Libraries
Retention: 0 years after transfer to UW Seattle Libraries: Account Services
Disposition Method: Shred or Delete
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
Meetings, Routine Staff and Internal Committees
Records documenting routine staff meetings and the work of internal committees, and task forces. Includes minutes, agendas, notes, reports, recordings of meetings on conferencing platforms, etc.
Official Copy: Any Office
Retention: 2 years after end of calendar year
Disposition Method: Shred/Delete
Notice of Improper Hazardous Waste Disposal
Provides record of Custodial Services notification to Building Coordinators of buildings having department(s) which have violated hazardous waste disposal regulations.
Official Copy: Any Office
Retention: 2 years after end of calendar year
Disposition Method: Shred or Delete
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
Overpayment Repayment Option Documentation
Documentation of the overpayment repayment process for an employee. Includes the Overpayment Repayment Option Form, Overpayment Notice Letter (PDF), and Overpayment Worksheet.
Official Copy: Payroll Office
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: College/School or Department
Retention: 1 year after Paid in Full
Disposition Method: Shred or Delete
Prescription Records
Provides record of each dispensed x-ray, prescription drug, set of dentures, etc. Includes Daily Script Journal. Maintained as per RCW 69.41.042.
Official Copy: Any Clinic
Retention: 6 years after end of calendar year
Disposition Method: Shred
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
Project Review Forms (for Use of Animals in Research)
Requests by researchers to use animals in their research. Requests, including descriptions of project and procedures which will be performed on animals, are reviewed by the Animal Care Committee. May include "Project Review Forms for New Projects" (PRF) and "Project Review Forms -- Renewal/Update/Change of Animal Use or Protocols" (PRF-Renewal/Change).
Official Copy: Office of Animal Welfare
Retention: 6 years after calendar year of last approval
Disposition Method: Shred or Delete
Other Copy: Principal Investigator
Retention: 6 years after final termination of grant/contract or 6 years after study termination if research is not grant/contract funded
Disposition Method: Shred or Delete
Property Activity Requests
A record of the disposition of equipment from a department - either through surplus, transfer or sale. May include State of Washington documentation.
Official Copy: Equipment Inventory Office
Retention: 6 years after sale, transfer or deletion of equipment
Disposition Method: Recycle or Delete
Official Copy: Facilities: Moving and Surplus
Retention: 6 years after disposal of asset
Disposition Method: Recycle or Delete
Official Copy: UWB: Budget and Planning
Retention: 6 years after disposal of asset
Disposition Method: Recycle or Delete
Official Copy: UWT: Facilities Services
Retention: 6 years after disposal of asset
Disposition Method: Recycle or Delete
Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete
Public Records Requests
Official notice sent by the Office of Public Records and Open Meetings to a UW department requesting records needed for disclosure.
Official Copy: Office of Public Records and Open Meetings
Retention: 2 years after end of month in which request closed
Disposition Method: Shred or Delete
Other Copy: Any Office
Retention: 2 years after end of calendar year in which request closed
Disposition Method: Shred or Delete
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
Radiation Instrument Calibration Records
Provides a record of instrument calibration. Calibration records must be sent to EH&S, Radiation Safety. Retention required by WAC 246-221-230 (9)(d) and 246-240-566.
Official Copy: Environmental Health and Safety: Radiation Safety Office
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete
Other Office: Any Office
Retention: After Sent to Radiation Safety
Disposition Method: Shred or Delete
Reference Letters (Students)
Letters of reference prepared by UW faculty and staff regarding UW students or former UW students with whom they are acquainted.
Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete
Request for Use of University Facilities
A record of requests to use UW facilities for events which are open to the general public, or which involve the co-sponsorship of a non-University organization by a University academic or administrative unit.
Official Copy: Use of University Facilities Committee (for all facilities)
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete
Official Copy: UWT: Chancellor
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete
Official Copy: UWB: Facilities Use Committee
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete
Other Copy: Any Office, including sponsor
Retention: 1 year after facility used or after request denied
Disposition Method: Recycle or Delete
Routine Office Planning - Midrange
Records relating to routine office management (such as event planning/coordination, logistical information, and minor operational changes), not directly tied to the long-term mission of the department. Documents mid-range goal setting and planning. May include statistics, correspondence, notes, reports, budget information, etc.
Refer to Financial Records For State and Non-Grant Budgets for financial transactions.
Official Copy: Any Office
Retention: 2 years after end of calendar year/conclusion of project
Disposition Method: Shred/Delete
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
State of Washington Vehicle Accident/Collision Report
Provides a record of accidents/collisions involving State owned motor vehicles.
Official Copy: UW Police Department
Retention: 5 years after end of Calendar Year
Disposition Method: Shred or Delete
Other Copy: Any Office
Retention: 3 years after the end of the calendar year
Disposition Method: Shred or Delete
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
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
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
Temporary Food Event Form
Permit to have food served at a temporary event. Includes form and notification of approval or denial.
Official Copy: Environmental Health and Safety: Campus Preventive Health
Retention: 6 years after end of calendar year in which event took place
Disposition Method: Recycle or Delete
Other Copy: Any Office
Retention: 3 months after event
Disposition Method: Recycle or Delete
Training Records
A record of presentation or course material developed, gathered and used in training. May include reference material, outlines, handouts, notes, evaluations, and actual presentations. May include employee registration and rosters. Includes both required and non-required training. Training may be provided by POD, UW Information Technology, eProcurement, etc.
Official Copy: Any Office Providing Training
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete
Other Copy: Home Department
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete
Volunteer Applications - Not Accepted/Withdrew
Provides record of individuals denied volunteer status at the University.
Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition: Shred or Delete
Volunteer Records
Provides a record of volunteers who donate their time to work at the University. Includes applications, background checks, agreements and records which demonstrate the time volunteers and unpaid interns spent participating in and contributing to a University process. Records time and date for when the individual is on campus in order to provide L&I protections per UW APS 14.01. These records can be timesheets listing the dates and hours worked, an in/out log for the department, or other tracking mechanism which suits the needs of the UW department.
Official Copy: Any Office
Retention: 6 years after end of calendar year of volunteer work ending
Disposition Method: Shred or Delete