Welcome to Records Management Services

Required by RCW 40.14, Records Management Services manages and oversees University compliance with state and federal laws and regulations relating to the preservation and destruction of electronic and paper information.

The program is the legal authority, designated by the University and by the State of Washington, to determine how long electronic and paper records and information must be retained. The office is responsible for developing Records Retention Schedules that identify records created or received by the University and specify how long those records must be retained. It is responsible for establishing standards, relating to University business requirements and needs, which ensure the legal legitimacy of University record-keeping systems. The program counsels and advises the University administration on the implementation of policy and procedure which promotes adherence to these standards and minimizes risk. It provides a wide range of services which are designed to help ensure the University is meeting its record-keeping responsibilities.

The records management program for the UW Medical Center, Harborview Medical Center, and all other hospital or clinical sites affiliated with the University, is under the direction the UWMC Patient Data Services Department. All questions regarding records retention scheduling and records storage for hospital units should be directed to UWMC Records Storage, 206-598-2242, hrc@u.washington.edu

What Is A University Record?

University records include information, regardless of physical form or characteristics, that have been created or received by the University of Washington. These records may include: correspondence, reports, studies, data, maps, drawings, photographs, email, audio and visual recordings, administrative logs or other documents whether on paper, computer (magnetic tape, disk, or hard drive), film or other media.

University records are public records and may not be destroyed, transferred to the University Records Center, or transferred to the University Archives without an official retention period approved by the State Records Committee.

However, please note that records pertaining to ongoing or pending audits, or judicial or public disclosure proceedings must not be destroyed until the issue is resolved.

What Is My Responsibility For University Records?

Each University office has primary legal responsibility for the proper care and management of its records.

To meet this responsibility each office should designate a Records Authority and a Records Coordinator. The same person may fill both positions.

The Records Authority has final approval for both the disposition of records and for departmental retention schedules. The Records Coordinator administers all day-to-day transactions associated with the office's records-related functions. This can include files organization and maintenance, implementation of retention schedules, inactive records storage, and records destruction. The Records Coordinator also acts as liaison with University Records Management Services.

What Services Are Available To Help Me?

The following free services are provided to University offices:

• Management of Electronic Records
• Development of Records Retention Schedules.
• Training
• Litigation and Audit Support
• Assistance with Vital Records Identification, Protection, and Recovery.
• Files Management- Electronic and Papaer
• Inactive Storage,Retrieval and Refile Services at the University Records Center