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.

Monthly Dosimeter Reports

Provides a record of the monthly processing of dosimetry badges which measure & record radiation exposure to personnel.  Includes Report by Series Codes; the monthly reading of badges processed in a single monthly batch.  Results are also included in an annual report which is prepared for each individual who is monitored for internal &/or external radiation exposure.  Annual reports are filed in the individual's personnel  file.  Monthly reports provide detailed information on each months reading and are used to supplement the Personnel Files in exposure cases.

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

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

Moving Expenses, Requests for

Requests for reimbursement of moving expenses for eligible new employees.

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.

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

Official Copy: UWB: Facility Services
Retention: 2 years after end of calendar year
Disposition Method: Shred or Delete

Notice of Laboratory Equipment Decontamination (UoW Form 1083)

This form informs Facilities personnel that the equipment has been cleaned or decontaminated prior to service or removal for surplus.

Official Copy: Any Office
Retention: 6 years after Service Date or Surplus
Disposition Method: Shred or Delete

NSF Checks

Checks returned because of insufficient funds in the check writer's bank account. May include letters notifying check writers of the return of their checks, etc.

Official Copy: Any Department Receiving an NSF Check
Retention: 6 years after debt paid or determined uncollectable
Disposition Method: Shred or Delete

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

Organizing/Monitoring Work in Progress

Records relating to the assigning, prioritizing, tracking/monitoring and status of work/projects in progress.  This activity can occur in workflow notifications, status logs, Excel, Kanban boards, electronic tracking applications such as Trello, Kerika, AirTable, etc.  For financial charges relating to work in progress, see Billing Source Documents.

Official Copy: Any Office
Retention: Reference purpose served
Disposition Method: Recycle or Delete

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

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 Process Date/Final Installment Process Date
Disposition Method:  Shred or Delete

Other Copy:  College/School or Department
Retention:  1 year after Paid in Full
Disposition Method:  Shred or Delete

Parking Validation Log

This series provides a record of parking stickers issued to individuals visiting an UW office. The log may contain the parking number, individual it is assigned to, and date.

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

Patient Billing Records

A record of patient charges. Used to generate patient billing for individual payment. May include copies of applicable patient chart notes, procedure coding sheets, patient bill, etc.

Official Copy: CMS Management
Retention: 6 years after end of fiscal year
Disposition Method: Shred

Official Copy: Pre-CMS- Any Office that mailed its own billing information
Retention: 6 years after end of fiscal year
Disposition Method: Shred

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.

Official Copy: Clinical Services: Patient Records
Retention: 10 years after last treatment
Disposition Method: Shred

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

Patient Payment Records

Provides a record of payment and adjustments for dental services. May include insurance statement, billing statement, photocopies of payment checks, credit card slips, write-off authorizations, etc. with all the backup attached to payments posted "batch."

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

Official Copy: Any Clinic posting a payment received directly from a patient
Retention: 6 years after end of fiscal year
Disposition Method: Shred

Patient Screening Records-- Not Accepted

Provides a record of questionnaires or preliminary screening examinations of patients not accepted for admittance to a clinic. May include Admitting Report, Health History Questionnaire, and Progress Notes. Screening records of accepted patients become part of Patient Chart.

Official Copy: Any Clinic
Retention: 1 year after patient not accepted
Disposition Method: Shred

Patron Correspondence

Provides a record of correspondence between patrons and library staff. May contain contact information, requested items, or questions, etc.

Official Copy: Any Library
Retention: Destroy when no longer needed
Disposition Method: Shred or Delete

Patron Record

Provides a record of contact information, status and affiliation of patron with the library. May be in electronic or hardcopy.

Official Copy: Any Library
Retention: 0 years after expiration of patron
Disposition Method: Shred or Delete

Payroll Folders -- for Individual Employees

A record of the forms and documentation submitted to Payroll for an individual employee that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post-employment benefits. 

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: 50 years after termination of employment
Disposition Method: Shred or Delete

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

Other Copy: UWT: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: UWB: Finance and Administration
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Per Diem Advance Requests

A record of anticipated reimbursable travel funds.

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.

Performance Evaluations

Evaluations of UW staff job performance and reviews of salary. May include backup documentation such as position questionnaires, performance evaluation criteria, etc. 

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

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 

PERMs (Post Entry Review Messages)

Automatically-generated email notifications sent out by OPUS which acts as verification of a change in that payroll system.   

Official Copy: Any Office
Retention: Until Transaction Captured by OPUS
Disposition Method: Shred or Delete

Personnel Records for Academic Personnel

Comprehensive record of all personnel actions affecting a faculty/academic personnel. Includes chairs, deans, directors, and temporary faculty (visiting scholars or scientists, clinical faculty, post-doctoral scholars, etc.). Includes information that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post- employment benefits.

May include but is not limited to:

  • Results of background checks and education verification
  • Faculty appointment packet
  • Request for appointment or reappointment
  • Degree verification
  • Request for extension of appointment
  • Vitae
  • Report of change in status/reappointment
  • Summary of outside professional and public activities
  • Position and salary review documentation
  • Promotion and salary adjustment
  • Letters of resignation or termination
  • Birth date card
  • Personnel Action Forms
  • Correspondence related to personnel actions

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

Personnel Records for Academic Student Employees (ASE)

Comprehensive record of all personnel actions affecting a UW Academic Student Employee which includes information that had a reasonable bearing on the efficient and effective management of the UW. May include appointment letter, offer letter, job description, letters of reference, resume, non-academic training records, job posting, commendations, letters of resignation, termination letter.

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

Personnel Records for Classified Non-Union, Professional, and Contract Covered Staff

Comprehensive record of personnel actions affecting classified non-union, professional and contract covered staff. Includes information that has a reasonable bearing on the efficient and effective management of the UW and provides a basis for employment and post- employment benefits.

May include but is not limited to:

  • Results of background checks and education verification
  • Hire confirmation letter and offer acceptance letter
  • Documentation supporting excess compensation and excess compensation payment authorization
  • Request for extension of appointment
  • Request for crediting of previous state employment
  • Employment Security Department Determination Notices
  • Outside Work Request for Approval form
  • Formal corrective action documentation
  • Reclassification and salary adjustment documentation
  • Layoff packet
  • Position and Salary Review documentation
  • Personnel Action Forms
  • Application for leave of absence
  • Letters of resignation or termination

Official Copy: Human Resources Operations
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

Personnel Records for Hourly, Per Diem, Temporary, and Student Employees

Comprehensive record of a department's employment of an hourly employee. Includes folders for student hourly, work-study, and temporary employees. May include applications, Notices of Temporary Employment, resumes, letters of reference, commendations/reprimands, job descriptions, copies of payroll forms, etc.  

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

Official Copy: Student Financial Aid (work study records only)
Retention: 3 years after the academic year, and up to the following December 1 for reporting purposes
Disposition Method: Shred or Delete

Pest Control Files

Records relating to the control of pests both inside and outside UW buildings. Includes technician reports, records of chemicals used, manuals, etc.

Official Copy:  Environmental Health and Safety: Research and Occupational Safety
Retention: 10 years after last report or inspection
Disposition Method: Shred or Delete

Official Copy: UWB: Facility Services
Retention: 10 years after last report or inspection
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 2 years after last inspection
Disposition Method: Shred or Delete

Petitions and Waivers

Provides a record of petitions and waivers which grant exemptions for faculty, staff, or visitors from a fee or a fine.

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

Petitions and Waivers: Student

Provides a record of a petitions and waivers for a change to the status of a student, or for exemption from a fee, fine, or requirement.  Also includes release from liability.

Official Copy: College/School or Department
Retention: 6 years after graduation or last contact with student
Disposition Method: Shred or Delete

Petty Cash Vouchers

A record of reimbursements from the Petty Cash Office for out-of-pocket or cash expenditures.

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

Official Copy: UWT: Finance and Administration
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

Official Copy: UWB: Finance and Administration
Retention: 2 years after end of biennium
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 2 years after end of biennium
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 and other conferencing platform recordings. Used for promotional or instructional purposes, or to document events, etc.

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

Planning/Project Files

Documentation of long-range goal setting and long-range planning for both special projects and general office operations. May include statistics, correspondence, notes, reports, budget information, etc. 

Official Copy: Any Office
Retention: 6 years after end of calendar 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

Positive Time Report (PTR)

A record certifying the number of hours worked by each hourly and student employee on a particular budget during a particular pay period.

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

Positive Time Reports (PTR) for Grants/Contracts

A record certifying the number of hours worked by each hourly and student employee on a particular budget during a particular pay period.

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

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

Official Copy: Restorative Dentistry and Prosthodontics- Lab Work Request Form
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: Property and Transportation Services:  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 

Publication Working File

Provides a record of the editing phase of the journal. May include the original submissions for an issue, working drafts, correspondence between the editor and author, reviewers' comments, timelines, task lists, article development, etc.

NOTE: The email or letter from the author granting final approval of the article for publication needs to be filed with the Publishing and/or Copyright Agreement.

Official Copy: Any Journal
Retention: 1 year after issue published
Disposition Method: Shred or Delete

Publications Production Records

Documentation of the production of materials for publication by 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

Published Reference Materials

Printed materials received from other UW offices, vendors or other non-UW institutions, which require no action and are not needed for documentary purposes. May include technical reports/studies, magazines, catalogs, periodicals, flyers, announcements, newsletters and other widely distributed printed materials received by a UW office.

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

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

Purchase Orders -- Blanket

Requests for repeat purchase of the same item or service over a specified length of time.

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.

Purchase Requisitions

Documents requests for purchases. Includes documentation received from Procurement.

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.

Quality Control Checklist for Steam Sterilization of Biohazardous Waste

Checklist for tracking and monitoring the inspection of autoclaves on campus. (Autoclaves are the steamers used to sterilize infectious waste prior to its disposal.) Includes equipment reports, maintenance checks, surveys, and identifies failures and repairs of identified deficiencies.

Official Copy: Any Lab
Retention: 6 years after end of disposal of asset
Disposition Method: Recycle or Delete

Radiation Instrument Calibration Reports

Provides a record of instrument calibration.  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: 3 years after end of calendar year
Disposition Method: Shred or Delete

Radioactive Waste Disposal Logs

Internal logs used by labs to assist in the completion of Form 160. These logs may include Form 150, 159, 170, 176, or others designed by labs and considered an equivalent. See Disposal of Radioactive Waste - Form 160 for retention of Form 160. 

Official Copy: Any Lab
Retention: 5 years after end of calendar year
Disposition Method: Recycle or Delete

Recharge/Service Center Amortization Schedules

A record of approved schedules which calculate equipment depreciation or use allowance that can be included in the recharge/service center rates.

Official Copy: Recharge/Service Centers
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention: 3 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

Recharge/Service Center Fee Rate Analysis and Schedules

A record of fee schedules and documentation supporting the determination of fees charged by recharge and service centers to users of their services.

Official Copy: Recharge/Service Centers
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

Other Copy: Dean's Office/Vice President's Office and Management Accounting and Analysis
Retention: 6 years after end of fiscal year in which approved
Disposition Method: Recycle or Delete

Reclassification Documents

Requests for, and correspondence related to, the reallocation of an employee's position to a different classification.

Official Copy: Human Resources Operations -- 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

Records Center Storage Documentation

Provides UW offices with information regarding boxes/records stored at the University Records Center. Includes the following: Storage Request form - form used by UW offices to request storage of records at the Records Center; Accession Confirmation - listing of records from Storage Request form with corresponding Records Center box location codes; Disposition Notification - form signed by UW offices used to authorize Records Center disposition of boxes which have passed their approved retention period. 

Official Copy: Records Management Services
Retention: 6 years after disposition of last record
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 3 years after disposition of last record on any particular Accession Confirmation
Disposition Method: Recycle or Delete

Records Retention Schedules

Listing of unique records created or received by UW offices and the State-approved retention period for each series. 

Official Copy: Records Management Services
Retention: 1 year after disposal of last record
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until superseded
Disposition Method: Recycle or Delete

Reference Letters (Employees)

Letters of reference prepared by UW employees regarding other current or former UW employees with whom they are acquainted. (File references of current employees in employee Personnel Folder)

Official Copy: Signatory
Retention: 3 years after end of reference provided
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

Refund Records

A record of refund checks issued for overpayments, cancellation of registration, cancellation of services, etc. May include reason for refund, receipts, record of checks issued, denied refunds, logs of blank checks that will be used for refunds.

Official Copy: Any Issuing Office
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.

Refunds

A record of refunds made for overpayment by dental patients or insurance companies.

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

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

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, 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

Registry Consent Forms

This series provides a record of participants consenting to join a registry pool so they may be selected to participate in future research studies.

Official Copy: Principal Investigator
Retention: 6 years after termination or expiration of instrument
Disposition Method: Shred or Delete

Note: If an individual is removed from the registry pool before the pool is terminated, begin counting the six year Retention period at that time.

Rental Agreements (for Fleet Services Vehicles)

Rental agreements for departmental use of Fleet Services vehicles.  Includes agreements for short term use, application form for extended/long-term use, and requests and authorizations for overnight vehicle use.

Official Copy: Transportation Services: Fleet Services & Maintenance
Retention: 6 years after termination of rental agreement
Disposition Method: Shred or Delete

Official Copy: UWB: Facility Services
Retention: 6 years after termination of rental agreement
Disposition Method: Shred or Delete

Official Copy: UWT: Motor Pool
Retention: 6 years after termination of rental agreement
Disposition Method: Recycle or Delete

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

Repository Consent Forms

This series provides a record of individuals who have consented to allow human subjects research data to be placed in a data repository. This research data may then be used by researchers during the course of future studies. Collected research data may include blood, urine, saliva, survey data, x-rays, etc. Once entered into a repository, collected research data is maintained without personal identifiers until the repository closes.

Official Copy: Principal Investigator
Retention: 6 years after repository closed
Disposition Method: Shred or Delete

Request for Outside Work Approval – Professional and Classified Staff

This form is used for Professional and Classified staff to obtain advance approval of outside work, whether or not for compensation, whenever the work stems from, could conflict with, or may relate to the employee’s job duties or status as a University employee.

Official Copy: Any Office
Retention: 3 years after end of academic year in which services are completed
Disposition Method: Shred or Delete

Request for Radiographic Examination

This form is a request for an x-ray to be performed on a patient.

Official Copy: Any Clinic
Retention: File in Patient Chart once the x-ray is taken

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 1 year after request denied
Disposition Method: Recycle or Delete

Requests for Information

Internal and external requests for routine information.  Includes responses to requests for routine, standardized information applicable to any requestor in a comparable situation.

Retention: Retain until after the information has been sent or received.

Research Data -- Drug Development

Research documentation and raw data obtained in the course of a study to develop a drug. May include Investigators' Notebooks for New Drugs (laboratory notes documenting the results of experiments involving new drugs), patient files, case files, consent forms, and other records of the dates, quantity and use of a new drug on subjects.

Official Copy: Principal Investigator
Retention: 30 years after close of study
Disposition Method: Shred or Delete

Research Records and Data

Records and documentation that is associated with grant/contract sponsored research activities. Includes records relating to research and data collection methods for human subjects research, human subject research that has "exempt" status, clinical trials or studies (all phases), and animal research.

May include: research protocols and instruction documentation; case report forms; subject recruitment; screening, selection and eligibility documentation; correspondence with subjects and organizations providing subjects; computer software for administering tests to research participants; abstracted information from medical records; assay results; data gathering, responses, (e.g., interviews, notes, questionnaires, abstracted or summarized information); evaluations and research analysis; notes, interviews, summary sheets, data analysis; summary documentation; reports; logs; forms; PI notes; lab manuals and notebooks; non-study-specific guidelines, protocols, checklists; contracts and other agreements; pre-site documentation; study close out documentation; and all correspondence.

Also includes records, correspondence and reports relating to non-financial compliance activity as well as industry, federal, state, non-profit, or international regulatory requirements regarding research activities.

May include IRB or IRB subcommittee applications (including all attachments and all correspondence with the IRB and the IRB office); delegation documentation, required training documentation; drug and device logs; safety documentation; confidentiality documentation; data and safety monitoring reports; records related to adverse events, data breaches, non-compliance issues, and any unanticipated problems; records related to external monitoring or auditing of research activity; records associated with specialized compliance requirements such as Radiation Safety, Institutional Biosafety, FERPA, CLIA laboratory certification, and use of embryonic stem cells (ESCRO).

May also include any records created or gathered during the course of anticipating research activity, but due to lack of funds or termination by sponsor, the trial or study did not open, and in the case of human subjects research, human subjects were not enrolled.

These record series were merged into Research Records and Data:

  • Clinical Trials Phase I-IV Research Data
  • Investigator; Report of Project Status
  • Research Data -- Biomedical Treatment or Intervention (Drug, Device or Surgical Procedure/Intervention)
  • Research Data -- Non-Biomedical Treatment or Intervention (Non Drug, Device or Surgical Procedure/Intervention)
  • Research Data-- Sponsor Required Contractual Obligation
  • Research Data -- Exempt from Human Subjects Review

Note: Longer retention periods may be required for international or multi-site research or trials, which may be determined by the location of the primary PI. Longer retention periods may also be required by corporate sponsors or certain agencies (e.g., federal Department of Justice). Note: This does not include research requiring FDA approval or involvement. Note: Does not include consent forms, assent forms or HIPAA authorizations.

Note: Identifiers collected as part of the research (such as name and birth date) must be retained for the full retention period. However, the format, storage medium, location, and accessibility of identifiers and any master key or list that links coded data to identifiers must comply with the approval conditions of the reviewing Institutional Review Board (IRB).

Official Copy: Principal Investigator
Retention: 6 years after close of study
Disposition Method: Shred or Delete

Research, Scientific or Scholarly Misconduct Allegations- Concluded at Inquiry Stage

Provides a record of handling of research, scientific or scholarly misconduct allegations against University faculty, students or staff under Executive Order No. 61 where inquiry concludes that investigation not warranted.  Includes notification to respondent of allegation, any sequestered research materials relevant to allegation, and final inquiry record and report. (See 42 CFR § 93.317 for 7-year retention requirement.)

Official Copy: Office of Research Misconduct Proceedings
Retention: 7 years after UW closes case
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 7 years after UW closes case
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 7 years after UW closes case
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 7 years after UW closes case or 3 years after termination of employment, whichever is longer
Disposition Method: Shred or Delete

Research, Scientific or Scholarly Misconduct Allegations- Declined or Resolved Prior to Inquiry

Provides a record of handling of research, scientific or scholarly misconduct allegations against University faculty, students or staff under University Executive Order No. 61 where matter declined (e.g., because not within purview of Office of Research Misconduct Proceedings) or resolved (e.g., because allegation withdrawn) prior to initiation of an inquiry.

Official Copy: Office of Research Misconduct Proceedings
Retention: 3 years after allegation declined or resolved by Office of Research Misconduct Proceedings
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after allegation declined or resolved by Office of Research Misconduct Proceedings
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after allegation declined or resolved by Office of Research Misconduct Proceedings
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after allegation declined or resolved by Office of Research Misconduct Proceedings or 3 years after termination of employment with department, whichever is longer
Disposition Method: Shred or Delete

Research, Scientific or Scholarly Misconduct Allegations-Investigation Warranted

Provides a record of handling of research, scientific or scholarly misconduct allegations against University faculty, students or staff under Executive Order No. 61 where investigation warranted.  Includes notification to respondent of allegation, any sequestered research materials relevant to allegation, final inquiry record and report, and final investigation record and report (including witness interviews). (See 42 CFR § 93.317 for 7-year retention requirement.)

Official Copy: Office of Research Misconduct Proceedings
Retention: 7 years after UW or Federal government closes case; whichever is later
Disposition Method: Shred or Delete

Official Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 7 years after UW or Federal government closes case; whichever is later
Disposition Method: Shred or Delete

Official Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 7 years after UW or Federal government closes case; whichever is later
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 7 years after case closed or 3 years after termination of employment with department, whichever is longer
Disposition Method: Shred or Delete

Resident Physician/Medical Student Evaluation -- Raw Data

Comprised of questionnaires used to provide an evaluative record of resident physicians or medical students. Evaluation forms are summarized and merged into Departmental Resident Files or Medical Student Folders. 

Official Copy: Any Department
Retention: 6 years after resident/medical student has graduated or until any dispute involving the resident/medical student has been resolved, whichever occurs later
Disposition Method: Shred or Delete

Resident Physician/Medical Student Evaluations -- Summaries

Provides an evaluative record of resident physicians or medical students. Evaluations are completed by attending physicians, peer physicians, supervising physicians, residents, or medical students. Includes evaluative comments regarding clinical knowledge, skills, interpersonal relationships, and personal/professional characteristics. The evaluations are merged into Department Resident Files or Medical Student Folders. 

Official Copy: Any Department
Retention: 45 years after degree is awarded
Disposition Method: Shred or Delete

Resident/Fellowship Files

Provides a comprehensive record of accepted applicants to a residency or fellowship program. Used to verify completion of residency or fellowship education requirements. May include evaluations, letters of recommendation, application, correspondence, Certification of Residency, certification of completion, etc. 

Official Copy: Any Department with a Residency or Fellowship Program
Retention: 45 years after completion of residency or fellowship or withdrawal from program
Disposition Method: Shred or Delete

Resumes -- Unsolicited

 A record of inquiries about employment opportunities not specifically related to an open position. May include correspondence, resumes, curriculum vitae, etc.

Official Copy: Receiving Office
Retention: 2 years after date of receipt
Disposition Method: Shred or Delete

Retroactive Salary Transfer Requests

Forms used to request and provide an adjustment to an individual's salary record.

Official Copy: Payroll
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: Do not print or save. See Electronic Records which do not need to be Retained.

Retroactive Salary Transfer/Request to Transfer Expenditures

Retroactive Salary Transfer is a form submitted to Payroll which requests the transfer of unallowable salary charges/credits to an appropriate budget. Request to Transfer Expenditures is a form submitted to Grant and Contract Accounting which requests the transfer of unallowable charges/credits to an appropriate budget. Also includes Reverse Retroactive Salary Transfer forms.

Official Copy: Payroll
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: applies to SNAP Grants only. For all other grants, see Electronic records that do not need to be printed or saved. Specifically, RSTs.
Retention: 3 years after submission of a financial status report
Disposition Method: Shred or Delete

Room Assignment Requests

A record of requests from departments for the assignment of classrooms, meeting or conference rooms. 

Official Copy: Registrar: Time Schedule and Room Assignment Office
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete

Official Copy: UWB: Student Affairs
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete

SAF Budget Requests

Provides record of requests for funds from Services and Activities Fees for eligible programs.  May include budget request document, background operational reports, correspondence, statistics, etc.

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

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

Salary Increase Worksheet

Used to calculate salary increases for faculty and professional staff. May include income spreadsheets and working papers. 

Official Copy: Any Office
Retention: 3 years after salary increase
Disposition Method: Shred or Delete

Scheduling

Records relating to the administrative arrangements for setting up meetings.  Includes requests for agenda items, announcements of meetings, related correspondence/communications, and calendar invitations/responses.

Official Copy: Any Office
Retention: Reference purpose served
Disposition Method: Recycle or Delete

Scholarships Awarded by Financial Aid

A record of scholarship funds awarded to students through the Office of Student Financial Aid. May include administrative requirements for the scholarship, correspondence, lists of recipients, etc.

Official Copy: Office of Student Financial Aid
Retention: 5 years after funds are dispersed
Disposition Method: Shred or Delete

Other Copy: College/School or Department
Retention: 3 years after award
Disposition Method: Transfer to University Archives for review 

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

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

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

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

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

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

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; See 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 Deans and Directors

A record of committee procedures and decisions in the recruitment for a Dean 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

Search Committees for Faculty and Chairpersons

A record of committee procedures and decisions in the recruitment for a faculty or Chair 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.

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

Security Camera Footage--Incident Occurred

Records documenting security incidents, responses and investigations relating to agency facilities, vehicles, equipment, etc. Includes but is not limited to incident documentation (such as security recordings, alarm logs/reports, entry/exit logs, incident reports, witness statements, etc.); records documenting services provided by outside vendors (such as notifications, credit monitoring, call center reports/logs/notes, etc.); records documenting corrective action taken; records documenting decision not to pursue the matter further; and related communications. Excludes UWPD incident and case files.

Official Copy: Any Office
Retention: 6 years after matter resolved
Disposition Method: Shred or Delete

Security Camera Footage--No Incident

Records relating to the routine security monitoring of the agency’s infrastructure, buildings, vehicles, equipment, etc., where an incident has not occurred. Includes, but is not limited to alarm reports, audio/visual recordings (digital or analog), and security patrol logs.

Official Copy: Any Office
Retention: 30 days or until determined that no security incident has occurred, whichever is sooner
Disposition Method: Shred or Delete

Security Codes

Listings of confidential codes or passwords assigned to individuals in a department for access to building security systems, copiers, computer systems, the UWATS long distance telephone system, etc.

Official Copy: Issuing and Receiving Departments
Retention: until administrative purpose is served
Disposition Method: Shred or Delete

Selection for Classified Non-Union, Professional, and Contract Covered Staff Employment -- Hired and Not Hired

Records relating to the process of recruitment and selection of classified non-union, professional and contract covered staff. Includes applicants who were hired as well as those applicants who were considered but not hired. May include, but are not limited to: applications, resumes, correspondence, evaluations of candidates, notes on employment selection, video or other conferencing platform recordings of interviews, sexual misconduct disclosure in accordance with RCW 28B.112.080, reference check results, etc.

Official Copy: Hiring Office
Retention: 3 years after conclusion of recruitment
Disposition Method: Shred or Delete

Selection Review Process

Provides a record of how submissions are determined to be publishable or unpublishable.

Official Copy: Any Journal
Retention: Varies, see departmental retention schedule
Disposition Method: Shred or Delete

Serial Binding Instructions

Provides a record of the binding instructions sent to the vendor.

Official Copy: Any Library
Retention: Until verified
Disposition Method: Recycle

Shredding/Recycling Log

Log used to track records which have been disposed of either by 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

Site Specific Safety Affidavits

Affidavits signed by teaching assistants or lab instructors verifying that they have been trained on the use of equipment and chemicals specific to the lab in which they are teaching or working.

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

Space Survey

Annual inventory of space assigned to each department, with functional designations for each room or area. 

Official Copy: Capital Resource 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 Forums, Events 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: 5 years after end of calendar year
Disposition Method: Transfer to University Archives for review 

State of Washington Vehicle Accident/Collision Report

Provides a record of accidents/collisions involving State owned motor vehicles. 

Official Copy: UW Police Department
Retention: 6 years after Calendar Year
Disposition Method: Shred or Delete

Official Copy: Transportation Services:  Fleet Services & Maintenance - for vehicles owned by Fleet Services
Retention: 6 years after Fiscal 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