Records Center: Using the Records Center

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

1. Preparing Records for Storage
   • All records transferred to the University Records Center for storage must be included on an up-to-date State Records Committee approved retention schedule
   • Records must be packed in a standard storage box (10" x 12" x 15") with lid (source and color of the box is not important).
   • Boxes can be ordered from Office Depot, item number 940346.
   • Pack records with significantly different retention periods and/or inclusive dates in separate boxes.
   • Boxes should weigh no more than 35 pounds, and be at least half full.
   • The box lid must fit firmly - do not use hanging files or place ring binders on end.
   • Label one short side of the box using a magic marker- Do not attach labels, "Post-It Notes" or tape to the box.
   • Include on the label:
     • Box Number- usually sequential 1, 2, 3, etc.
     • Department or Office Name
     • Record Series Title
   • Boxes must meet these criteria to ensure pick-up.
   
   
   
2. Prepare and Submit a Storage Request Form. If you have trouble accessing these forms please contact Records Management Services at 543-0573. For the storage of hospital or clinical records please contact UWMC Records Storage at 206-598-2242 or hrc@u.washington.edu to obtain a copy or their storage request form.
   • Storage Request- Research Data
   • Storage Request- All Other Records
     • Mail (Box 354910) or FAX (206-685-9538) the original form to Records Management Services.
     • Keep a copy of the completed form for your records.
     • Once we have received and we have processed your request we will contact you to arrange a pick-up time.
     • After the boxes have been shelved in the URC you will receive an Accession Confirmation which lists the ID numbers assigned to your boxes. File this with your copy of the storage request. You will need to reference these ID numbers whenever you retrieve your records.

Beta Users Only
Link to Web Module