Records created and maintained across sections of EH&S

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Retention: until superseded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

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

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

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

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

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

Litigation Files

Material created specifically in response to litigation. May be in the form of background material, evidence files, correspondence, meeting minutes, reports, statistics, etc. 

Official Copy: Any Office
Retention: 10 years after termination of litigation
Disposition Method: Shred or Delete

 

Equipment Maintenance/Service Reports

A record of equipment maintenance and repair. May include work performed by other UW units, work performed by outside companies under a service agreement with a UW department or work performed by outside companies not under a service agreement. Does not include medical equipment. 

Official Copy: Any Office
Retention: 6 years after service date
Disposition Method: Recycle or Delete