UW General Records Retention Schedule

The General Records Retention Schedule is the primary source of retention requirements for the records created and received by the University of Washington. It provides the legal authority for the destruction of records.

However, be aware that all records pertaining to ongoing or pending audits, lawsuits (or even reasonably anticipated lawsuits), or public disclosure proceedings must not be destroyed, damaged, or altered until the issue is resolved and you are specifically advised that such records may be destroyed.

The General Schedule lists the records that are common to most University offices and departments. The "Official Copy" designation identifies the office with the primary responsibility for that record at the University. The "Other Copy" designation refers to additional copies of the record which may be held in University offices and departments other than the official copy holder.

Retention periods which end with "Transfer to the University Archives" or "Transfer to University Archives for Review" refer to those items which may have historical value and should be preserved permanently. Rather than destroying those records at the end of their retention period, they should be transferred to the University Archives.

BAR and BSR Revisions

All of the financial reporting (BAR & BSR) information you need for record retention purposes is now available online in the Financial Desktop! As of July 2007, an additional biennium worth of financial data has been added, resulting in data being available for 3 complete prior biennia, as well as the current biennium via the Desktop. Online financial reports and transactions information are available for the full retention period, for all funding sources.

Thanks to our partners in Grant and Contract Accounting, Financial Management, MyFinancial Desktop, Office of Information Management, for making this possible.

Questions about this change? Call Barbara at 543-7950.

FAQ:

1. Does this mean I don't need to keep paper BAR & BSR reports?
Paper BAR & BSR reports are no longer required for retention purposes, since financial reports meeting this need can be accessed online. Any reports you use to document financial oversight or reconciliation activity should be kept for the retention period. For example, if your PI signs the BAR or BSR as evidence of their review (GIM14 - http://www.washington.edu/research/osp/gim/gim14att.html).

2. I have a grant that started in 1962. Don't I have to keep the financial reports from the beginning of the grant?
State and federal auditors have a 6 year window of opportunity to audit financial records. The University retention requirements are established to ensure the availability of financial records that may be required for audit purposes.

3. If I don't' need to keep the paper BAR & BSR reports, can I stop receiving them?
Watch for more information this fall, when departments will be able to voluntarily opt out of receiving printed copies of the BAR & BSR reports.

4. Will the data be available in FIN for the same period?
No, data is available in FIN for 2 complete prior biennium plus current.

5. What records am I responsible for retaining?
For state budget and endowment records see: http://www.washington.edu/admin/recmgt/uw.gs6.html

For grant/contract budgets see: http://www.washington.edu/admin/recmgt/uw.gs7.html

• UW-GS 1 Committees, Councils, Associations And Boards

• UW-GS 2 Environmental Health & Safety/Facilities Services Records

• UW-GS 3 Curriculum Records

• UW-GS 4 Materials That May Be Disposed of Without A Specific Retention Period

• UW-GS 5 Electronic Mail

• UW-GS 6 Financial Records (For non-grant/contract funded budgets)

• UW-GS 7 Research and Grant/Contract Records

• UW-GS 8 Personnel and Payroll Records

• UW-GS 9 Student Records

• UW-GS 10 General Office Administration Records

• UW-GS11 Publication Records