Environmental Health and Safety / Facilities Records

Accident Report, Minor - No Claim Filed

Records relating to accidents/incidents involving minors who are students, guests, or the general public and where claims for damages are not filed. Includes but is not limited to reports and investigations.

Official Copy: Any Office
Retention: 3 years after individual reaches age 18
Disposition Method: Shred or Delete

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Accident/Incident Reports

A reporting of incidents and accidents regarding employees, students, and visitors in and around the University.  Use of this form initiates the investigation/review process needed to improve workplace safety and health. Also provides record of third party injury claims filed against the University of Washington (UW) or University and Harborview Medical Centers.

Official Copy: Environmental Health and Safety: Occupational Safety and Health
Retention: 10 years after end of calendar year
Disposition Method: Shred or Delete

Official Copy: Compliance and Risk Services
Retention: 10 years after claim resolved
Disposition Method: Shred or Delete

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

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General Office Administration Records

Contracts and Agreements

Contracts, agreements, or other instruments with specific terms and conditions between two or more persons or entities to which the signing parties agree or submit. May include memorandums of understanding; local purchase contracts; equipment maintenance/service agreements and warranties; personal service contracts with individuals; affiliation agreements with other entities and institutions; lease/rental of equipment or vehicles; loan agreements, lease, escrow, and rental agreements; purchase and sales agreements; liability waivers; assignments of rights; etc.

Official Copy: Procurement Services
Retention: 6 years after termination of contract
Disposition Method: Recycle or Delete

Official Copy: College/School or Department
Retention: 6 years after termination of contract
Disposition Method: Recycle or Delete

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Email, Texts, IMs, and Other Electronic Communications

As with any other kind of record, the retention period for these types of electronic messages is based on the content of each individual message.

The vast majority of messages sent and received have a very transitory value. They may request or provide information but don’t serve any legal or financial purpose for the University. You may delete transitory messages as soon as a reply is given/received or as soon as you no longer need it for reference.

  • Routine replies/requests for information
  • Messages sent as reference or for informational distribution
  • Messages used to set-up or accept meetings
  • Voice mailbox email notifications with voicemail .wav attachment
  • Announcements/Acknowledgements
  • Automated notifications (i.e. Workday)
  • Preliminary drafts

Messages that inform decision-making or could potentially be relied upon legally or financially are substantive and must be retained as per the General Records Retention Schedule. Examples of substantive records include, but are not limited to:

  • Policy and procedure directives
  • Legal or audit issues
  • Approvals for purchases, HR decisions, or other actions to be taken
  • Final reports or recommendations
  • Grievances, disciplinary actions, and petitions/waivers
  • Documentation of departmental/office actions, decisions, operations and responsibilities

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Student and Curriculum Records

Education Events, Forums, and Activities

A record of the planning, development and presentation of forums or educational events presented or sponsored by the UW or held in UW facilities. May include project/planning files for student enrichment. Includes lecture series, conferences, seminars, short courses, conventions, institutes, field trips, summer camps, etc. Does not include permission slips or financial records. May include Zoom or other conferencing platform recordings.

For records generated as part of a UW Course, visit Course Materials

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

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Field Trip Permission Slips

A record of signed consent by a student, or legal guardian if the student is a minor, to participate in a field trip.

Official Copy: Any Office
Retention: 6 years from completion of field trip
Disposition Method: Shred or Delete

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Outreach Programs

Documents department or program outreach efforts to the University as well as to specific audiences outside the University community.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Shred / delete

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Scholarships/ Assistantship/ Fellowship/ Traineeship/ Research Award /Student Award by Department -- Awarded

A record of applicants awarded grant, contract, state-funded or departmentally-administered assistantships, fellowships, traineeships, scholarships or research awards. May include applications, recommendations, correspondence, etc. 

Official Copy: College/School or Department
Retention: 6 years after termination of award to student, if not filed in student folder
Disposition Method: Shred or Delete

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Scholarships/ Assistantship/ Fellowship/ Traineeship/ Research Award/ Student Award by Department -- Denied

A record of applicants for grant, contract, state-funded or departmentally-administered assistantships, fellowships, traineeships, scholarships or research awards who did not receive the award. May include applications, recommendations, correspondence, etc.

Official Copy: College/School or Department
Retention: 1 year after completion of application process
Disposition Method: Shred or Delete

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Scholarships/ Assistantships and Other Departmental Financial Awards -- Program Records

A record of a departmentally-administered (not administered by UW Financial Aid) financial award program made to students. May include documentation of the establishment of the fund supporting the award program (requirements for the award(s), donations received, copies of wills, etc.), criteria, decisions regarding the administration of the award program, list of recipients, etc. Does not include financial records; Refer to Financial Records for State and Non-Grant Budgets and Administration Records for Internal (UW) Research Support Funds -- Awarded.

Official Copy: College/School or Department
Retention: 6 years after termination of award program
Disposition Method: Transfer to University Archives for review 

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