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.

Daily Script Journal

An auditable summary of prescriptions filed each day, listed by drug and by prescribing doctor. Signed by the day's attending pharmacist. Maintained as per RCW 69.41.042.

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

Data Entry Form

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

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

Degree Applications

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

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

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

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

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

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

Degree Audit Reporting System (DARS) Report

Provides a record of student academic progress. Includes a list of courses taken and number of credits still necessary to complete general requirements for graduation and for completion of major/program. Reports may be printed by department or received as batch copy from Registrar's Office.

Official Copy: Registrar's Office -- Degree Audit Reporting System
Retention: 1 month after audit of system, or report ordered
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: Until superseded
Disposition Method: Shred or Delete

Delegation of Authority

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

Official Copy: Any Office
Retention: 6 years after termination of authorization
Disposition Method: Shred 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, Hazardous Activity Workplan, Hazardous Assessment for Personal Protective Equipment or Job Safety Analysis.

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

Disciplinary Actions -- Faculty/Academic Personnel

A record of disciplinary actions taken regarding a member of the faculty, including deans, directors, etc. May include documentation of termination for cause. 

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
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

Disciplinary Actions -- Hourly or Student Employees

A record of disciplinary actions taken regarding a student or hourly employee. Includes background material.

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

Disciplinary Cases

A record of investigations and disciplinary actions taken pursuant to the Student Conduct Code (WAC 478-120). 

Official Copy: Office of the Vice Provost for Student Life - academic and non-academic cases
Retention: 6 years after disciplinary action has been taken and/or after the administrative purpose has been served
Disposition Method: Shred or Delete

Official Copy: Dean -- for academic disciplinary actions & non-disciplinary actions
Retention: 6 years after disciplinary action has been taken and/or after the administrative purpose has been served
Disposition Method: Shred or Delete

Official Copy: Housing and Food Services: Residential Life - residence hall cases
Retention: 6 years after disciplinary action has been taken and/or after the administrative purpose has been served
Disposition Method: Shred or Delete

Other Copy: Department
Retention: 6 years after disciplinary action has been taken and/or after the administrative purpose has been served
Disposition Method: Shred or Delete

Disciplinary Investigations for Exonerated Students

A record of investigations into possible violations of the Student Conduct Code (WAC 478-120) for students who were subsequently exonerated. May include case materials and notice of exoneration. 

Official Copy: Any Office
Retention: Destroy upon complete exoneration
Disposition Method: Shred or Delete

NOTE: By requirement of WAC 478-120-145, disciplinary records of exonerated students shall not be maintained.

Disposal of Radioactive Waste - Form 160

Form sent to Radiation Safety from a lab indicating that a radioisotope is no longer in a usable form as well as its method of disposal. Data is removed from database when form is submitted to Radiation Safety.

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: 5 years after copy is sent to Radiation Safety
Disposition Method: Shred or Delete

Document Errors

Incorrect versions of documents, forms or reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format.

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

Donor Files

Provides information regarding donor prospects gathered for the purpose of soliciting gifts or funds for the University. Documents the relationship between the college/school/department/office and individual donor, corporate donor, or foundation. May include profiles, donation information, correspondence, annual reports, newspaper clippings, etc.

Official Copy: Any Office
Retention: Until Superseded
Disposition Method: Shred or Delete

Donor Files (Non-Cash Gift Records)

Provides a record of non-cash gifts, including both non-appraised and appraised items, received by a Library. May include gift transmittal, gift report form, correspondence, etc. which document the donation to the UW Libraries. All original, relevant documentation should be transferred to Gifts Program.

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
 

Drafts

Drafts may be disposed of as soon as the document is finalized and are no longer needed for reference purposes. Please shred, recycle or delete as appropriate.

Duplicates

Extra copies of correspondence, completed forms, bulletins, statistics, reports, hardcopy printouts from a database (including e-procurement purchase orders and reports), electronic files extracted from a master file or database, mailing lists, etc., used only for reference or informational distribution. Also includes unsigned forms, contracts, meeting minutes and other records created electronically that are not complete until they are signed.

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

Editorial Committee/Board Meeting Records

A record of actions and decisions of a journal's editorial board. Typically includes minutes, agendas, notes, reports, etc. 

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

Electronic Personnel/Payroll Records that do not need to be printed or saved

The following personnel/payroll electronic records do not have to be saved or printed because they are extracted from a master file or database.  Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. The official copy is the original digital version. See also: Electronic Records that do not need to be printed or saved

Human Resources
  • Workday reports
  • Workday-generated notification emails
  • Temporary Employee Accumulated Hours Notifications
  • UWHIRES notification emails
  • OWLs System Generated Reminders and Notifications
  • PERMS
  • Work Leave Summary Review Notifications

Electronic Records that do not need to be printed or saved

The following electronic records do not have to be saved or printed because they are extracted from a master file or database. Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. You should never print e-mails - the official copy is the original digital version.

For those rare sponsored budgets that do not submit financial status reports at least annually, you will need to continue to keep your own copies of ISDs, CTIs, and invoices for the full retention period. (See the Research and Grant/Contract Records Section of the UW General Schedule).

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Electronic Student Records that do not need to be printed or saved

The following student electronic records do not have to be saved or printed because they are extracted from a master file or database.  Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. The official copy is the original digital version.

Registrar
  • BI-Portal Reports
  • Curriculum Database Printouts
  • DARS Report (Degree Audit)
  • EDW Reports
  • Printouts from EARS, MyPlan, or MyGrad
  • Registrar On-Demand Reports
  • UW Time Schedule

Email, Texts, IMs, and Other Electronic Communications

As with any other kind of record, the retention period for these types of electronic messages is based on the content of each individual message.

The vast majority of messages sent and received have a very transitory value. They may request or provide information but don’t serve any legal or financial purpose for the University. You may delete transitory messages as soon as a reply is given/received or as soon as you no longer need it for reference.

  • Routine replies/requests for information
  • Messages sent as reference or for informational distribution
  • Messages used to set-up or accept meetings
  • Announcements/Acknowledgements
  • Automated notifications
  • Preliminary drafts

Messages that inform decision-making or could potentially be relied upon legally or financially are substantive and must be retained as per the General Records Retention Schedule. Examples of substantive records include, but are not limited to:

  • Policy and procedure directives
  • Legal or audit issues
  • Approvals for purchases, HR decisions, or other actions to be taken
  • Final reports or recommendations
  • Grievances, disciplinary actions, and petitions/waivers
  • Documentation of departmental/office actions, decisions, operations and responsibilities

Embryonic Stem Cell Research Oversight Research Application Files - Approved

Applications submitted to Embryonic Stem Cell Research Review Oversight (ESCRO) Committee and/or the Embryonic Stem Cell Research Chair for approval to use stem cells in research projects. Files may include, but are not limited to, the following: master copy of applications, Review Committee's disposition documents, investigator's responses to the Committee, consent forms, sponsor research protocols, correspondence and supporting papers, modifications to applications, annual status reports, copy of Environmental Health & Safety (EH&S) approvals, and other relevant Compliance Office approvals. 

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

Other Copy: Principal Investigator
Retention: 6 years after close of study, or 3 years after study termination if research is not grant/contract funded
Disposition Method: Shred or Delete

Embryonic Stem Cell Research Oversight Research Application Files - Denied

Applications for research using stem cells that were denied by the ESCRO Committee and/or the ESCRO Chair. May include, but not limited to, the following: application, sample consent forms, ESCRO's disposition documentation, the investigator's responses to the Committee, sponsor protocols, copy of EH&S's approval, correspondence and supporting documentation, modifications to applications, application annual reviews, non-compliance documentation, records requests.

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

Other Copy: Principal Investigator
Retention: 1 year after end of academic year
Disposition Method: Shred or Delete

Embryonic Stem Cell Research Oversight Research Application Files - Withdrawn

Applications for research using stem cells that were withdrawn from consideration. May include, but not limited to: application, consent forms, ESCRO's disposition documentation, the investigator's responses to the Committee, sample sponsor protocols, copy of EH&S's approval, documentation of withdrawal.

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

Other Copy: Principal Investigator
Retention: 1 year after application withdrawn
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

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 surplus of equipment
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

 

Equipment Maintenance/Service Reports

A record of equipment maintenance and repair. May include work performed by other UW units, work performed by outside companies under a service agreement with a UW department or work performed by outside companies not under a service agreement. Does not include medical equipment. 

Official Copy: Any Office
Retention: 6 years after service date
Disposition Method: Recycle or Delete

 

Equipment Requests

Documents the check out and return of audio/visual and other equipment by students, staff and faculty.  If the equipment is not returned on time, a late fee is not incurred.

Other Copy: College/School or Department
Retention: 6 months after return of equipment
Disposition Method: Shred or Delete

Exams and Answer Sheets - Proficiency Placement & Credit by Exam

A record of student responses to placement exams administered by college/school or department to determine level of subject proficiency, or to authorize students for possible exemption from taking a course.

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

Note: A sample of each exam and its answer sheet should be retained with Course History Files.

Exams, Papers, Projects, and Other Assignments by Students

A record of  answers to examinations, as well as papers, projects and other assignments submitted by students in fulfillment of course or degree requirements. Includes Zoom or other conferencing platform recordings.

Note: This retention period applies to those exams and assignments not retrieved by the student after they are graded.

Official Copy: Academic Departments
Retention: 1 quarter after end of quarter
Disposition Method: Shred or Delete

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

Note: A sample of each exam and its answer sheet should be retained with Course History Files.

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 month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after end of month
Disposition Method: Shred or Delete

Exception Time Reports (ETR) for Grants/Contracts

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: 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 month
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after submission of a financial status report
Disposition Method: Shred or Delete

Expert Witness

Records related to expert witness testimony or opinion provided by a UW employee.

Official Copy: Any Office
Retention: 6 years after testimony/opinion provided
Disposition Method: Shred or Delete

Export Control Records for Grants/Contracts

This series provides a record of the documentation required to be retained on the exports of commodities, software, or technology from the United States. It also includes a record of any known re-exports, trans-shipment, or diversions of items exported from the United States as per Export Administration Regulation 762.6. Documentation includes export control documents, memoranda, invitations to bid, financial records, etc.

Official Copy: Any office
Retention: 5 years after termination of funding period
Disposition Method: Shred or Delete

Extracted Data

Documents derived from a master file or database in the form of statistics, reports, hardcopy printouts, mailing lists,  auto-generated notifications and reminders, etc. Includes emails.  These records will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. See list of electronic records that do not need to be printed or saved.

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

Faculty Adjudication Files

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

Official Copy: University Committees
Retention: 6 years after case closed
Disposition Method: Transfer to University Archives for review

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

Faculty Effort Certification (FEC)

Forms documenting faculty salary expenses charged to federal grants and contracts, and cost-sharing activities related to federally sponsored projects.

Official Copy: Management Accounting and Analysis
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

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

Faculty Request for Outside Work Approval (Form 1460)

Requests to the Dean, Vice President or Provost from academic personnel to perform consulting work and other professional and public activities outside the UW for compensation. Formerly known as the Request for Approval of Outside Professional Work for Compensation.

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

Other Copy: Dean or Department Chair
Retention: 6 years after the end of fiscal year
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Faculty Reviews

Evaluations of UW faculty performance. May be used in evaluations for merit pay. May include yearly activity report on professional activities prepared by a faculty member for review by a Chair or Dean; measures of student performance used to evaluate teaching effectiveness; student course evaluations of instructors; etc.

Official Copy: College/School or Department
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Field Advances

Provides a record of field advances, which provide a temporary source of funds that cannot be paid for using traditional methods (i.e. purchase orders, check requests, UW Travel/Procurement credit cards).  Issued to individuals conducting official UW business in remote areas where checks and credit cards are not accepted, or issued as foreign per diem advances for individuals not on UW payroll, or may also be used as research subject and incentive payments when a revolving fund account is not applicable.  May include field advance banking information, receipts, and reconciliation.

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

Field Trip Permission Slips

A record of signed consent by a student, or legal guardian if the student is a minor, to participate in a field trip.

Official Copy: Any Office
Retention: 6 years from completion of field trip
Disposition Method: Shred or Delete

Financial Records for Grants/Contracts

Records of financial transactions on grants and contracts including non-FEC (Faculty Effort Certification) cost share documentation.  Includes the following financial records:

  • Cash Transmittals (CTs)
  • Cost Transfer Invoices (CTIs)
  • Memo to Request an Advance Notice
  • Credit Card Receipts
  • ProCard transaction approval and reconciliation including reviewed and signed Transaction Detail Report, invoices, and receipts
  • Central Travel Account (CTA) approvals and reconciliations including reviewed and signed UW Transaction Detail with Notes & Account Codes Report, invoices and receipts
  • Packing Slips
  • Petty Cash (Revolving Fund) Records including Application for Revolving Fund
  • Petty Cash Vouchers with supporting documents such as sales slips, cash register receipts, paid invoices
  • Receipt for Petty Cash Advance and study subject compensation records
  • Internal Purchase Approvals
  • Banking Records including deposit slips, canceled checks, reconciliations and monthly statements
  • Delegations of Authority

Official Copy: Procurement Services 
Retention: Variable, depending upon departmental retention schedule
Disposition Method: Recycle or Shred or Delete

Official Copy: Grant and Contract Accounting 
Retention: 6 years plus 90 days after submission of final expenditure report
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 6 years after submission of a financial status report
Disposition Method: Recycle or Delete

Financial Records for State and Non-Grant Budgets

Records documenting financial transactions including purchasing and expenditures as well as revenues and reconciliations for state, self-sustaining, gift, and endowment budgets. Includes the following records:

  • Cash Register Tapes
  • Central Travel Account (CTA) approvals and reconciliations including invoices, receipts, and reviewed and signed UW Transaction Detail with Notes & Account Codes Report
  • Credit Card Records of Sales
  • Field Advances
  • Financial Statements/Reports
  • Invoices--Vendor
  • Packing Slips
  • Petty Cash (Revolving Fund) Records for any office with a revolving fund, including supporting transaction documents
  • ProCard transaction approvals and reconciliations including invoices, receipts, and reviewed and signed UW Transaction Detail with Notes & Accounts Code Report
  • Purchase Requests--Internal
  • Receipts (For Money Received or Paid)
  • Reconciliation of Cash and Receipts
  • Reconciliation of Financial Assets (Vault Contents and Cash on Hand)

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

Fire Department Notice of Violation

Notice of violation of fire codes based on a fire department inspection. May include documentation on corrective actions. 

Official Copy: Environmental Health and Safety: Building and Fire Safety Office
Retention: 6 years after last inspection or calendar year
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab
Retention: 2 years after last inspection or corrective action taken, whichever is longer
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: Building and Fire Safety Office
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

Fire Permits

A record of permits issued by the Seattle Fire Department to a facility allowing the conduct of activities which may present a fire hazard.

Official Copy: Any Office
Retention: 6 years after expiration of permit
Disposition Method: Recycle 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: Building and Fire Safety Office
Retention: 6 years after completion of investigation
Disposition Method: Transfer to University Archives for review

Other Copy: Any Office
Retention: until completion of investigation
Disposition Method: Shred or Delete

General Ledgers

An itemization and summary of all income and expenditure transactions for each month in a biennium. Reconciled to MyFinancial.desktop.

Official Copy: Financial Accounting or Auxiliary Enterprises
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

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

General/Industrial Hygiene Sampling Records

Documents Research and Occupational Safety sampling and evaluation for the presence of chemicals or physical agents to ensure employee exposure to substances are within mandated limits.

Official Copy: Environmental Health and 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 end of calendar year
Disposition Method: Shred or Delete

Gold Slips and Logs

Provides record of gold inventory and amount of gold used in dental procedures. May include Gold Log, which includes student name, patient name, date and amount of gold used in procedure.

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

Grade Appeals and Grievance Files

A comprehensive record of a student's appeal of a grade, or other student grievance mediated within the department, school or college.

Official Copy: College/School or Department
Retention: 5 years after end of quarter in which issue is resolved
Disposition Method: Shred or Delete

Grade Books

Listing of student grades for exams, papers, projects, class participation for a particular course. Provides the basis on which the final grade is assigned. 

Official Copy: College/School or Department
Retention: 5 years after end of academic year
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.

Grade Confirmation Reports

Provides to a department confirmation of grades for all students in a course, as reported to the Registrar by the instructor each quarter.

Official Copy: Enrollment Management: Enrollment Information Services
Retention: Sent to department; no copy retained
Disposition Method: Shred or Delete

Official Copy: UW Bothell: Student Affairs: Registrar
Retention: Sent to department; no copy retained
Disposition Method: Shred or Delete

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

Grade Sheets (Instructor's Grade Report Sheet)

Listings of the quarterly grade assigned by the instructor to each student in a course, and sent to the Registrar's Office for recording. Includes Grade Change Forms.

Official Copy: Registrar's Office -- Graduation and Academic Records
Retention: 5 years after end of quarter
Disposition Method: Shred or Delete

Official Copy: UW Bothell:  Student Affairs:  Registrar
Retention: 5 years after end of quarter
Disposition Method: Shred or Delete

Official Copy: UW Tacoma:  Enrollment Services
Retention: 5 years after end of quarter
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: Until superseded by verified Grade Confirmation Report
Disposition Method: Shred or Delete

Graduate Program Patient Charts

Provides complete documentation of examination, diagnosis and treatment for each patient receiving dental care including: periodontal, orthodontal, oral surgery, endodontic treatment, or procedures such as dental implants which require long term tracking. Charts may include: Chart Routing Record, X-Rays logs, Admitting Record, Dental Insurance Questionnaire, Problem and Treatment Lists and Plans, Progress Notes/Treatment Record (UW-D-3), Health History Questionnaire, Fees Statement, Request for Radiographic Examination, etc. NOTE: As part of the teaching curriculumn, graduate students are required to perform recall visits on previous patients throughout the patient's life. Frequently, this means that a patient who received treatment in Graduate Periodontics or Graduate Prosthodontics might be called back many years, even decades after their initial treatment. Once the patient is deceased, the chart will be considered closed.

Official Copy: Clinical Services: Patient Records
Retention: Patient deceased
Disposition Method: Shred

Other Copy: Any Dental Clinic sending patient charts to Clinical Services: Patient Records
Retention: Send to Clinical Services: Patient Records

Grant and Contract Certification Report

Signed report which provides a means of payroll verification for Principal Investigator of a grant or contract.

Official Copy: College/School or Department
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Note: If your office is scanning signed GCCRs, please follow the UW Scanning Requirements and, once the scan has been saved appropriately, dispose of any paper copies.

Grievance Files (Staff Employee Complaint Files)

A record of labor-related complaints and grievances. 

Official Copy: Labor Relations Office
Retention: 6 years after case resolved or withdrawn
Disposition Method: Shred or Delete

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

Hazardous Activity Workplan

Workplan for jobs which include hazardous activities. Includes information on training, protection reporting, etc. 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 

Hazardous Assessment for Personal Protective Equipment

Assessment of workplace for hazards that might require the use of personal protective equipment. Includes regulations, degree of hazard and the engineering or administrative controls in place to identify what Personal Protective Equipment is needed. May be included as part of the Hazardous Activity Workplan or Departmental Health and Safety Manual or filed separately. 

Official Copy: Any Office/Lab
Retention: 6 years after superseded
Disposition Method: Recycle 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

Help Desk Requests

Provides a record of requests for advice and assistance in using computing or networking hardware or software. There is no charge for these services.

Official Copy: Any Office
Retention: Job complete
Disposition Method: Recycle 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 and bibliographies, sample examinations, etc.

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

Honoraria, Requests for

Departmental requests for payment of an honorarium to visiting faculty and speakers.

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

Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.

Human Subjects Research: Consent Forms (Adults)

Records relating to the permission granted by adult subjects to participate in a human subjects research program, or clinical studies/trials.

Official Copy: Principal Investigator
Retention: 8 years after close of study
Disposition Method: Shred of Delete

Human Subjects Research: Consent Forms (Minors)

Records relating to the permission granted by parent, legal guardian or other adult, for children under the age of 18 to participate in a human subject research, as well as records of assent by children for participation in human subject research. Includes Human Subjects and/or Clinical Studies/Trials. Note: Minors are defined for specific studies by applicable state, national, and international laws.

Official Copy: Principal Investigator
Retention: 8 years after last contact with subject, or subject reaches age 22; whichever is longer
Disposition Method: Shred or Delete

Human Subjects 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

Human Subjects Research: HIPAA Authorization Forms

Records relating to the permission granted for access to or use of protected health information.

Official Copy: Principal Investigator
Retention: 6 years after close of study or the date the authorization was last in effect, whichever is longer.
Disposition Method: Shred or Delete

Human Subjects Review Committee Applications -- Approved

A record of requests for the use of human subjects in research. May include application, sample consent forms for subjects, Review Committee's Disposition documentation, investigator's responses to the committee, application modifications, application annual reviews, final report, sponsor protocols, Adverse Event Reports, non-compliance documents, subject complaints, records requests, copies of Radiation Safety Committee Review, Certification of Review or documentation that certification was sent to funding agency, other supporting documentation, etc.

Official Copy: Human Subjects Division
Retention: 10 years after study termination
Disposition Method: Shred or Delete

Other Copy: Principal Investigator
Retention: 6 years after close of study, or 6 years after study termination if research is not grant/contract funded
Disposition Method: Shred or Delete

Human Subjects Review Committee Applications -- Denied

A record of denied requests for the use of human subjects in research. May include application, sample consent forms, Review Committee's Disposition documentation, investigator's responses to the Committee, sponsor protocols, copies of Radiation Safety Committee Review, supporting documentation, modifications of applications, Adverse Event Reports, correspondence and non-compliance documentation, record requests, safety reports, complaints, etc.

Official Copy: Human Subjects Division
Retention: 10 years after end of academic year
Disposition Method: Shred or Delete

Other Copy: Principal Investigator
Retention: 6 years after denial
Disposition Method: Shred or Delete

Human Subjects Review Committee Applications -- Withdrawn

Applications for research using human subjects that were withdrawn from consideration. Includes application, consent forms, investigator's response to the Committee, sample sponsor protocols, copy of Radiation Safety Committee review, and documentation of withdrawal.

Official Copy: Human Subjects Division
Retention: 1 year after application withdrawn
Disposition Method: Shred or Delete

Other Copy: Principal Investigator
Retention: 1 year after application withdrawn
Disposition Method: Shred or Delete

IACUC Letters of Commendation, Acknowledgement, Counsel and/or Reprimand and/or Suspension to Primary Investigators (or other UW employees)

Letters that document noncompliance with policy, deviation from the provisions of the Guide for the Care and Use of Laboratory Animals, or suspensions of an activity by the Institutional Animal Care and Use Committee. Letters are kept to ensure that any patterns of noncompliance by an individual can be monitored and dealt with appropriately by the University.     

Official Copy: Any Office
Retention: 6 years after Termination of Employment
Disposition Method:  Shred or Delete

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

 

Indirect Cost -- Allowable Expense Reports

Data gathered from departments regarding expenses from a particular budget that cannot be included on an indirect cost proposal. Used to develop the UW's indirect cost study.

Official Copy: Management Accounting and Analysis
Retention: 10 years after last year of current rate
Disposition Method: Recycle or Delete  

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

Indirect Cost -- Staff Activity Surveys

Data gathered from departments about the allocation of staff time for various activities -- research, instruction, administration, etc. Used to develop the UW's annual indirect cost study.

Official Copy: Management Accounting and Analysis
Retention: 10 years after last year of current rate
Disposition Method: Recycle or Delete

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

Informal Notifications/Communications

Communications and postings that do not relate to the functional responsibility of the department (i.e., announcements of meetings, reservations, confirmations, itineraries, acknowledgements, form-letter thank you notes, etc.).

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

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 or corrective action taken, whichever is longer
Disposition Method: Recycle or Delete

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: Risk Management
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

Insurance Billing Records

 A record of all requests for payment submitted to Medicaid, DSHS, or insurance companies. May include copies of applicable patient chart notes, procedure coding sheets, patient bill, etc.

Official Copy: Clinical Services: Accounting and Patient Accounts Office - Explanation of Benefits
Retention: 6 years after end of month
Disposition Method: Shred

Official Copy: Any Clinic receiving insurance payments
Retention: 6 years after end of fiscal year
Disposition Method: Shred

InterLibrary Request Documentation

Provides a record of request where a library is the borrower or lender, in response to a patron request for resources. May include invoices, receipts, etc. Once the transaction is completed, the patron information may be deleted from the request.

Official Copy: Any Library
Retention: 6 years after return of the item
Disposition Method: Shred or Delete

Interview Expense

Requests for authorization from a Dean and from the Provost to pay travel expenses for an individual traveling to the UW for a position interview.

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

Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.

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, UW patent form, etc.

Official Copy: College/School or Department
Retention: administrative purpose served
Disposition Method: Transfer to University Archives for review 

Invoice Vouchers

A billing record in lieu of a vendor invoice for goods or services purchased by UW offices. Details items, amount and purpose of purchase.

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

Note: Once scanned and attached to Ariba following UW Scanning Requirements, Colleges/Schools or Departments are no longer required to retain a copy (paper or scanned) of invoices, receipts or supporting documentation.

Job Descriptions

Documentation of titles and descriptions for classified staff positions, professional staff, faculty or hourly positions. Includes background material and distinguishing characteristics. 

Official Copy: Any Office
Retention: until superseded
Disposition Method: Transfer to University Archives for review

Job Safety Analysis

Analysis of job for safety precautions and/or regulations. The analysis identifies the need for Personal Protective Equipment Assessment and Training. This document may be included as part of the Departmental Health and Safety Manual. 

Official Copy: Any Office/Lab
Retention: until superseded
Disposition Method: Recycle or Delete

Journal Vouchers (JVs)

A record of budget entries and transfers of funds between UW budgets. Also used for Field Advance Expense Requests and Reverse Expenditures.

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

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

Key Records

A record of building keys, door keys, and equipment keys issued to individuals. May include various Key Request forms, Special Keying/Security Request form, Key Request Authorization memos, departmental key authorization memos, Individual Key Record forms, etc.

Official Copy: Facilities: Building Access and Keys
Retention: 6 years after termination of access
Disposition Method: Recycle or Delete

Official Copy: Any Office - Individual Key Record forms; Key Authorization memos which may be internal within a department, etc.
Retention: until superseded by new lock or keyholder
Disposition Method: Recycle or Delete

Other Copy: Any Office - pink and yellow copies of Key Requests
Retention: until key is received from Facilities Services: Lock Shop
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 Application

Provides a record of application for a library card. May include Application for Borrowers Privileges (LIB-10).

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

Lists and Logs

Lists/logs containing information tracked by a department from which elements are superseded as new data/information is received, where not covered by a more specific records series. Includes membership lists and contact information.

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

Litigation Evidence Files

Material held for on-going litigation to which an office is a party. Generated as duplicates of materials found in existing record series. May include correspondence, financial records, personnel folders, etc. 

Official Copy: Any Office
Retention: 6 years after termination of litigation
Disposition Method: Shred or Delete

 

Litigation Files

Material created specifically in response to litigation. May be in the form of background material, evidence files, correspondence, meeting minutes, reports, statistics, etc. 

Official Copy: Any Office
Retention: 10 years after termination of litigation
Disposition Method: Shred or Delete

 

Lost and Found Records

Logs documenting the date, the item lost/found, name of who lost/found, claimant name of who claimed, and the method of disposal for any unclaimed items.   

Official Copy: Any Office
Retention: 6 months after end of month
Disposition Method: Recycle or Delete

 

Mailing or Distribution List

A record of subscribers to a journal.

Official Copy: Any Journal
Retention: Until Superseded
Disposition Method: Shred or Delete

Major Application -- Undergraduate

A record of applicant's petition for major standing within an academic program. 

Official Copy: College/School or Department
Retention: If approved - as part of student folder; If not approved - 1 year after quarter of denial
Disposition Method: Shred or Delete

Material Safety Data Sheets (MSDS)

Manufacturer's guide to potential hazards of, and protection methods for, each chemical purchased. Maintained as part of MyChem. See also: Chemical Inventories

Official Copy: Environmental Health and Safety: Environmental Programs Office
Retention: 1 year after end of chemical use
Disposition Method: Recycle or Delete

Other Copy: Any Office/Lab (Hardcopy)
Retention: until superseded or end of use of chemical in office/lab, whichever is longer
Disposition Method: Recycle or Delete

Model Release Forms

An agreement between an individual and the University of Washington granting the University rights to photographs, video, or to produce recordings of an individual.

Official Copy: Any Office
Retention: 6 years after publication or video no longer in use
Disposition Method: Shred or Delete