recmgt's bookmarks | Records Management Services

University of Washington

Records Management Services

Records Management Services

Record Group Number: /09/04/
Departmental Schedule:

09-04 Records Management Services Scanning Policy.pdf

General Office Administration Records, EHS
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 Back to top of page
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1 year after disposal of last record Disposition Method: Recycle or Delete Other Copy: Any Office Retention: until superseded Disposition Method: Recycle or Delete Back to top of page
Strategic/Programmatic Planning Documentation of long-range, programmatic goal setting and planning directly tied to the mission of the department and of potential historic importance for the university. Records reflect decisions relating to major operational changes (including in departments functions) or projects. May include statistics, correspondence, notes, reports, budget information, conferencing platform recordings, etc. Refer to Financial Records For State and Non-Grant Budgets for financial transactions. Official Copy: Any Office Retention: 6 years after end of calendar year/conclusion of project Disposition Method: Transfer to University Archives for review Back to top of page

Materials That May Be Disposed of Without a Specific Retention Period
Requests for Information Internal and external requests for routine information. Includes responses to requests for routine, standardized information applicable to any requestor in a comparable situation. Retention: Retain until after the information has been sent or received. Back to top of page

Personnel and Payroll Records
Training Records A record of presentation or course material developed, gathered and used in training. May include reference material, outlines, handouts, notes, evaluations, and actual presentations. May include employee registration and rosters. Includes both required and non-required training. Training may be provided by POD, UW Information Technology, eProcurement, etc. Official Copy: Any Office Providing Training Retention: 6 years after end of calendar year Disposition Method: Shred or Delete Other Copy: Home Department Retention: 3 years after termination of employment Disposition Method: Shred or Delete Back to top of page