Records created and maintained across sections of EH&S

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

Facility Management Services, Requests for (Work Orders)

A record of requests by departments for services of Maintenance and Alterations.

Official Copy: Facilities Services: Maintenance and Construction
Retention: 1 year after entry into database
Disposition Method: Recycle or Delete

Official Copy: UWB: Facility Services
Retention: 1 year after entry into database
Disposition Method: Recycle or Delete

Official Copy: UWT: Facilities Services
Retention: 1 year after entry into database
Disposition Method: Recycle or Delete

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

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

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 excercise
Disposition Method: Recycle or Delete

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

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