General Records Retention Schedules

UW General Records Retention Schedule

The UW 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 UW 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.

UW Library General Records Retention Schedule

This retention schedule provides a listing of records common throughout libraries, regardless of library size. Please note, if you do not have these records, you are not required to create them. Because the functions of library units differ, you may also have a Departmental Retention Schedule for those records which are unique to your unit. Records may be created in either hardcopy or electronic format. If a record being created by your library is not found on this retention schedule, please contact Records Management Services at 543.0573 or urc@u.washington.edu.

For financial and personnel records, please use the UW General Records Retention Schedule.

UW School of Dentistry General Records Retention Schedule

This retention schedule provides a listing of records common throughout the School of Dentistry clinics. Although many of these records are now contained in CMS (or current database), the retention periods are still applicable to both the electronic and any remaining hardcopy records. Please note, if you do not have these records, you are not required to create them. Because the functions of clinics differ, you may also have a Departmental Retention Schedule for those records which are unique to your clinic. If a record being created by your clinic is not found on this retention schedule or a Departmental Retention Schedule, please contact Records Management Services at 543-0573 or urc@u.washington.edu.

For all other records, please use the UW General Records Retention Schedule.