Last Updated: 3/19/2026

Everything that is created or received by the University of Washington and its employees is considered a record, regardless of physical form or characteristic. All records must be retained according to a legally approved records retention schedule. Records created for, or created by, generative artificial intelligence (GenAI) platforms are no different.

Key Takeaways

  • Users only should be using GenAI tools approved by UW-IT
  • Users must scrupulously review GenAI content before using or publishing it. GenAI can enhance but not replace human judgement
  • Content created or received by GenAI tools as a means to assist with the drafting and brainstorming process may be considered transitory. This type of content does not need to be exported from the GenAI platform and it does not need to be retained for long retention periods.
  • Data should only be exported from the GenAI platform into a more secure UW location when the input or resulting output will be used to create a substantive record. This ensures information is adequately retained according to its function.
  • Records Management Services has collaborated with UW-IT to enable automated deletion policies on approved GenAI platforms. As a result, users may experience that their GenAI content is automatically deleted as soon as 30-days after creation.
  • Besides for records-retention purposes, users may need to export records created or received in GenAI tools to document or disclose use of the tool. This may be particularly important in published research or coursework.
  • Refer to the UW General Record Retention Schedule or your Departmental Records Retention Schedule for retention standards of substantive records.

UW-IT General Use Guidelines

All UW users should be wary of the data being shared with a GenAI platform. Our guidance aligns with UW-IT’s General Use Guidelines for Generative Artificial Intelligence. UW-IT will continue keeping their AI central resources up to date and available to all UW staff, faculty and students on the appropriate uses of these tools and any AI tools on the rise. As such, only UW-approved services and applications may be used with University data and users should not use GenAI platforms that have not been vetted or approved for use by UW-IT.   

GenAI – A Record

A prompt entered in a GenAI platform is considered a record created by UW. This is the same as any other recorded digital content created by UW employees in more traditional platforms: the words typed into an email, the images attached to a PowerPoint presentation. The output created by the GenAI in response to the prompt is also a record, received by UW, and therefore subject to UW records retention requirements. By using UW-approved GenAI tools only, users are ensuring that data being created or received falls within existing license frameworks where privacy and data minimization are built into the platforms.  

Users are Responsible and Accountable

Users are responsible for managing the prompt data they create and outputs they receive from GenAI tools. Users should only put data intended for public consumption into a GenAI platform and should refrain from using restricted data without contacting uwprivacy@uw.edu. Users should be cognizant of two major records management principles related to the use of these platforms:

Inefficient Repository

First, GenAI platforms are not effective recordkeeping repositories. They are not designed for robust management of chat logs, of attachments added by UW employees, or of outputs generated on demand. Therefore, users should not rely on the GenAI platform to fulfill long UW retention requirements. If data added, analysis conducted, or outputs received by a GenAI tool need to be retained for long periods of time, the employee should  save the data outside the platform to manage it appropriately.

Transitory Records

Second, records of inputs created and outputs received using these GenAI platforms can often be considered transitory in nature, meaning they only need to be retained until the reference purpose has been served. UW guidelines for using GenAI require that users scrupulously review GenAI output before using or publishing it. GenAI use does not replace human judgement, particularly for decision-making.

As a result, the inputs and outputs can be considered drafts that require human review. They can be considered part of the brainstorming process but should not be relied upon for the storage of or even the sole creation of a finalized substantive record. Even the attachments added to the tool are considered duplicates of a record that lives elsewhere in the UW infrastructure (SharePoint, Shared Drive, etc).

The finalized and substantive record, the one that requires human review and that is subjected to longer retention policies must be subsequently retained outside of the GenAI platform. This is often already being done by users as part of their normal business-flow using these tools. Examples include

  • Generating and brainstorming draft correspondence with GenAI but then sending the final correspondence via email
  • Generating and brainstorming draft presentation materials but saving the final copy of a PowerPoint in a SharePoint site
  • Brainstorming lesson plans for an undergraduate course, but the final lecture materials are saved in Canvas.
  • Analyzing datasets of complex research data but then saving the most succinct version alongside other research data in DocFinity
  • Using GenAI to summarize a recorded meeting  to create more substantial meeting-minutes that are subsequently saved on a Shared Drive and circulated to attendees
  • Drafting research grant application language but the EGC1 is submitted and lives in SAGE

Export for Substantive Retention

If a user needs to retain the GenAI content to support the final record or display their use of GenAI platform, users must export that content out of the GenAI platform. Users should not rely on the GenAI content to persist in the tool for extended periods of time. In fact, Records Management Services has partnered with UW-IT to enable auto-deletion policies on many approved GenAI platforms to reduce risk and liability to the UW.  

Contact our office with questions.