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.

Statistics

Compiled information used to document office functions, activities, and accomplishments.

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

Status Notifications

A notification of upcoming payroll action deadlines, eg: appointment end date, temporary appointment end date, probation period end date, increment date, as well as notifications regarding students, eg: tuition payments and deadlines, etc.

These reports are now generated through Workday and do not have to be saved or printed. See Electronic Records that do not need to be printed or saved.

Stocks of Publications

Supplies (multiple copies) of departmentally-produced printed documents which are superseded, obsolete or otherwise valueless.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

NOTE: One copy of all UW publications should be sent to the University Archives at Box 352900.

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

Student Emails / Correspondence with Students

The retention for email is based on the content of each individual email.

Emails that simply request or provide information are transitory and can be deleted as soon as a reply is given or received. Examples of transitory emails include emails that:

  • Answer directional questions such as:
    • "When is the test?"
    • "What are your office hours?"
    • "How do I apply for this program?"
  • Provide generic information
  • Contain information or links from a source such as a website, database, or content management system

Emails that inform decision-making or could potentially be relied upon legally or financially are substantive and must be retained as per an approved retention schedule. Examples of substantive emails include:

If you have questions about the retention for specific types of student communications, please contact us at 543.0573 or recmgt@uw.edu.

Student Employment Recruitment Files

Provides a record of prospective employers recruiting for full, part-time, or work study employees at UW sponsored events or using UW sponsored resources including Career Fairs, Husky Employer Partnership Program, Featured Employers Night, virtual Resume Books, etc . May include registration forms, recruiting information, publicity documents, data sheets, lists of interviewees, etc. May also include Job Location and Development Program job listings; maintained as per 34 CFR 675.36, 34 CFR 375.19, and 34 CFR 668.24.

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

Student Folders

A record of the academic history of degree (undergraduate, graduate, professional) and non-degree (certificate, fellowship, professional) students who have taken university courses, including internships/externships.  Includes admission applications, student classification, and evaluative/progress report documentation.

Official Copy: College/School or Department
Retention: 6 years after degree awarded or last activity
Disposition Method: Shred or Delete

Student Folders -- Non Matriculated and Visiting Students

A record of students who have taken classes at the UW but have not been admitted to a degree program. Transcripts may be used to document completion of course requirements.

Official Copy: College/School or Department
Retention: 3 years after last quarter of activity
Disposition Method: Shred or Delete

Student Folders -- Non-Academic

A record of students who have received services provided by University resources. Includes but is not limited to writing center and other tutoring programs, tracking and monitoring success rates of participants in pre-enrollment programs, accommodations requested, offered and provided, tracking of student health information including immunization history, tracking of student compliance with non-UW rules and regulations, etc.

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

Student Tickler File

Notes and lists used as a memory tickler to help faculty and staff identify former students for the purpose of writing letters of reference for them. Lists may include: names of students, dates degrees awarded, titles of final projects, final grades, grade point averages, etc.

Official Copy: College/School or Department
Retention: Until administrative purpose is served
Disposition Method: Shred or Delete

Subpoenas

Court orders, subpoenas and other compulsory legal process served on the UW.

Note: Upon receipt, immediately transfer to the UW Division of the Office of the Attorney General.

Official Copy: Any Office
Retention: Until transferred
Disposition Method: Transfer to UW Division of the Office of the Attorney General

Subscription Records

Provides a record of subscriptions received by a journal. May contain the subscription form and financial records.

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

Survey Records - Radiation Safety

Survey completed by lab staff in regard to radioactive contamination levels in lab. Survey is completed after each use of radioactive material and on a monthly basis as required by Radiation Safety guidelines.

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

Survey/Questionnaire Reports

A summary record of the compiled responses to surveys or questionnaires. Includes blank sample survey form and report of results. 

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

Surveys/Questionnaires

Individual responses to surveys or questionnaires. 

Official Copy: Any Office
Retention: 2 years after end of fiscal year
Disposition Method: Shred or Delete

 

System Down Transaction Log Sheet

Log is used to record check-out of books in the event of a system crash or when the system is temporarily off line. May include patron name, barcode number of patron and book, check out date, date due, miscellaneous notes, initials of library personnel and date. Information is input into the system once it is up and running.

Official Copy: Any Library
Retention: Data entered and verified
Disposition Method: Shred

Technical System Documentation

Documentation of computer systems or databases used by an office, either developed in-house or by a contracted system developer. May include operator's manual, general description of design, system definition, project work plan, design detail, file layout, establishment of programs, reports listing and data dictionary. This series is for unique systems/databases only, and does not include or apply to over-the counter software/database packages. 

Official Copy: Any Office
Retention: 6 years after system replaced/no longer used
Disposition Method: Shred or Delete

Temporary Food Event Form

Permit to have food served at a temporary event. Includes form and notification of approval or denial. 

Official Copy: Environmental Health and Safety: Campus Preventive Health
Retention: 6 years after event
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 3 months after event
Disposition Method: Recycle or Delete

Tenure Appeals

A record of appeals by faculty who have been denied tenure.

Official Copy: Academic Human Resources -- as part of Personnel Folder
Retention: 50 years after termination of employment
Disposition Method: Shred or Delete

Official Copy: University Committees -- Adjudication Files
Retention: 6 years after case closed
Disposition Method: Shred or Delete

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

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Tenure/Promotion/Merit Pay Evaluations

A record of evaluations for faculty members eligible for tenure, promotion or merit pay.

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 completion of review
Disposition Method: Shred or Delete

Other Copy: UWT: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Other Copy: UWB: Vice Chancellor for Academic Affairs
Retention: 3 years after completion of review
Disposition Method: Shred or Delete

Textbook Desk Copy Requests to Publishers

Requests from faculty or staff to publishers for a free desk copy of a textbook being used in the classroom. May include correspondence.

Official Copy: Any Office
Retention: 6 years after end of quarter
Disposition Method: Recycle

Textbook Orders (Faculty Information Sheet for Textbooks)

Requests for course textbooks.

Official Copy: Any Office
Retention: 1 year after end of quarter
Disposition Method: Recycle

Theses and Dissertations

A record of student theses and dissertations produced to satisfy degree requirements.

Official Copy: UW Libraries
Retention: Permanent

Other Copy: College/School or Department
Retention: 6 years after degree awarded
Disposition Method: Recycle or Delete

Time Records for Classified and Professional Staff

Submitted by Classified and Professional Staff to request/report leave and overtime hours. 

Official Copy: Any Office
Retention: 1 year after annual audit
Disposition Method: Shred or Delete

Time Records for Classified and Professional Staff, Summary

Departmental form created to provide a detailed summary of all hours worked by an individual employee. Used to track time/overtime/leave time. Supplemental to Form 220. 

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

Time Records for Grants/Contracts

Provides record of hours worked by grant/contract funded employees.

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:

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

Time Records for Hourly Staff

Departmental source data supporting the Positive Time Report (PTR) sent to Payroll for payment of hourly wages. 

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

Time Schedule Changes (Requests for Change in the Quarterly Time Schedule)

Requests from academic departments to list a new course or to change the listing for a course in the forthcoming Time Schedule. NOTE: Changes formerly submitted via form UW 20-506 are now transmitted via e-mail. 

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

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

Other Copy: Academic Departments
Retention: 1 year after end of quarter
Disposition Method: Recycle

Time Sheets for Work Study Students (On-Campus Time Sheets)

A signed record of hours worked by students employed under a state or federal work-study program.

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

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

Training Reports (EH&S)

Listing of Environmental Health and Safety training in which departmental employees have participated. 

Official Copy: Environmental Health and Safety: Department of Administration & Finance Office
Retention: 7 years after termination of employment
Disposition Method: Shred or Delete

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

Training Records

A record of presentation or course material developed, gathered and used in training. May include reference material, outlines, handouts, notes, evaluations, and actual presentations.  May include employee registration and rosters.  Includes both required and non-required training.  Training may be provided by POD, UW Information Technology, eProcurement, etc.

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

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

Transaction Records

Provides a record of material or services checked out, on hold, ordered, or billed for fines. After the item is returned, the record is destroyed unless a fine is incurred.

Official Copy: Any Library
Retention: 0 years after return of item
Disposition Method: Delete

Transcripts (Permanent Student Record)

A record of the UW academic history of a student in terms of the courses taken, grades and degrees received. May also be used as Advisor's Worksheets.

Official Copy: Registrar's Office -- Administration
Retention: Permanent

Other Copy: College/School or Department
Retention: While enrolled or until superseded
Disposition Method: Shred or Delete

Transmittal Memos

Emails or fax cover sheets which accompany an attachment, document, report, form, etc., that do not add any substantive information to the transmitted material.

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

Travel Expense Vouchers (TEV)

Documentation of travel-related expenses incurred on UW-related business or projects.

Official Copy: Travel 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.

Treatment Contracts

Contract outlining the treatment plan between the patient and clinician. Includes correspondence regarding treatment, payment plans, any notes, and all amendments to the contract.

Official Copy: Any Clinic
Retention: 6 years after termination of contract
Disposition Method: Shred

User Agreements

Provides a record of agreements regarding access to and use of materials in a special collection.

Official Copy: Any Library
Retention: 6 years after termination of research
Disposition Method: Shred

Vehicle Files

Provides record of vehicle history for vehicles owned by office or owned by Fleet Services.  Most vehicles are maintained by Fleet Services.  May include Fleet Services maintenance and repair history, purchase, title and registration, accidents and manuals accompanying vehicle. May include digital photographs of any damage to vehicle.

Official Copy: Vehicles Owned by Any Office
Retention: 6 years after disposal of asset
Disposition Method: Recycle or Delete

Other Copy: Any Office (vehicles leased from Fleet Services)
Retention: 0 years after end of lease
Disposition Method: Recycle or Delete

Vendor Correspondence

Provides a record of correspondence between the office and vendors regarding issues with orders.

International Vendors
Official Copy: Any Office
Retention: 4 years after the end of the biennium
Disposition Method: Recycle or Delete

National Vendors 
Official Copy: Any Library
Retention: 2 years after the end of the biennium
Disposition Method: Recycle or Delete

Visa Travel Records

This series documents the process of applying for and receiving Visas for foreign travel. Records may contain Visa application, travel itinerary, Customs Letters, immunizations letters, and other correspondence between the receiving country and the University of Washington as needed.

Official Copy: College/School or Department
Retention: 6 years after return from trip
Disposition Method: Shred or Delete

Voluntary Respirator Use Form

This series provides a record of employees who voluntarily use disposable filtering face-piece respirators.

Official Copy:  Any Lab
Retention:  6 years after termination of voluntary use
Disposition Method:  Shred or Delete

Volunteer Applications - Not Accepted/Withdrew

Provides record of individuals denied volunteer status at the University.

Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition: Shred or Delete

Volunteer Records

Provides a record of volunteers who donate their time to work at the University.  Includes applications, background checks, agreements and records which demonstrate the time volunteers and unpaid interns spent participating in and contributing to a University process. Records time and date for when the individual is on campus in order to provide L&I protections per UW APS 14.01. These records can be timesheets listing the dates and hours worked, an in/out log for the department, or other tracking mechanism which suits the needs of the UW department.

Official Copy: Any Office
Retention: 6 years after end of calendar year of volunteer work ending
Disposition Method: Shred or Delete

WAC Files

Record of drafts, hearings, justification statement and other documents related to, and documenting, the development and enactment of official rules and regulations for inclusion in the Washington Administrative Code. 

Official Copy: Rules Coordination Office
Retention: 6 years after rule is superseded
Disposition Method: Transfer to University Archives for review

Other Copy: Any Office
Retention: 6 years after rule is superseded
Disposition Method: Shred or Delete

Workers Compensation (L&I) Forms

A record of on-the-job injury reports made to the State Department of Labor & Industries when an employee seeks medical assistance. Includes Report of Industrial Injury or Occupational Disease, correspondence, etc.

Official Copy: Risk Management
Retention: 10 years after first L&I closure
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