EHS

Records relating to routine office management (such as event planning/coordination, logistical information, and minor operational changes), not directly tied to the long-term mission of the department. Documents mid-range goal setting and planning. May include statistics, correspondence, notes, reports, budget information, etc.

Refer to Financial Records For State and Non-Grant Budgets for financial transactions.

Official Copy: Any Office
Retention: 2 years after end of calendar year/conclusion of project
Disposition Method: Shred/Delete

A record of achievements and special recognition for a program, department or individual. May include Zoom or other conferencing platform recordings of event. Includes monetary awards.

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

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

Official Copy: UW Police Department
Retention: 5 years after end of Calendar Year
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 3 years after the end of the calendar year
Disposition Method: Shred or Delete

This series provides a record that a fire drill was performed within a building.

Official Copy: Environmental Health and Safety: Occupational Safety & Health
Retention: 6 years after date of drill or exercise
Disposition Method: Recycle or Delete

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

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 lease expires
Disposition Method: Recycle or Delete

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, source code, 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 basic over-the-counter software/database packages. 

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

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

Individual responses to surveys or questionnaires. 

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

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

Log used to track records which have been disposed of either by deleting, shredding or recycling. Includes name of record, authorization, dates of material, and date recycled or shredded.

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