General Records Retention Schedule
General Office Administration Records
UW-GS 10
(Revised) April 2007 (Printer version
here)
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Administrative System Access and UWATS (UW Alternative Toll Service)
Forms: Provides a record of employees granted access to UW
administrative systems. (Communications, Payroll, Student Database,
Financial, Accounting, Puchasing Systems, Data Warehouse, etc.) Forms are
approved by the Dean or Director before being submitted to C&C:
Administrative Applications or Registrar Data Management Services. May
also include correspondence.
Official Copy: Registrar: Data Management Services
Retention: 6 years after termination of authorization.
Disposition Method: Shred
Official Copy: C&C: KEYNES & SecureID Support
Retention: 6 months after account deleted.
Disposition Method: Shred
Other Copy: College, School, or Department
Retention: 1 year after submission of request to C&C and the
Registrar's Office
Disposition Method: Shred
Annual Reports: Summaries of accomplishments, goals,
statisitics,
awards
received, anticipated program needs and plans, etc.
Official Copy: Any Office
Retention: 5 years after end of reporting period
Disposition Method: Transfer to
Archives
Authorization to Apply for a Banquet Permit to Serve Alcohol: Form which
provides a record of University offices who have applied for a permit to serve
alcoholic beverages on campus. Includes a description of the event; date;
location; and estimated attendance.
Official Copy: Chair, Use of University Facilities Committee
Retention: 6 years after end of event
Disposition Method: Recycle
Official Copy: UW Police
Retention: 6 months after end of event
Disposition Method: Recycle
Official Copy: UWT: Dean for Planning and Assessment
Retention: 6 years after end of event
Disposition Method: Recycle
Official Copy: UWB: Vice Chancellor of Administrative Services
Retention: 6 years after end of event
Disposition Method: Recycle
Other Copy: College/School or Department
Retention: 6 months after end of event
Disposition Method: Recycle
Award Files: A record of achievements and special recognition for a
program, department or individual.
Official Copy: Any Office
Retention: 3 years after date of award
Disposition Method: Transfer to Archives for
review
Ballots: A record of the votes cast to decide on a policy/procedure
change or to determine the outcome of a departmental choice.
Official Copy: Any Office
Retention: 1 year after count verified
Disposition Method: Shred
Calendars, Appointment Books, Daily Schedules, Telephone Logs: A
record of UW-related appointments, schedules, meetings, visitors and
routine phone call logs.
Official Copy: Any Office
Retention:1 year after end of calendar year
Disposition Method: Recycle
Correspondence: Written communications between/within UW
offices/departments and other UW offices/departments or non-UW entitites.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives
for review
Correspondence -- Chronological: Outgoing written communications.
Also know as "Chron," "Day" or "Reading" files.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to
Archives for review
Donor Files: Provides information regarding donor prospects
gathered for the purpose of solicting gifts or funds for the University.
Documents the relationship between the college/school/department/office
and individual donor, corporate donor, or foundation. May include
profiles, donation information, correspondence, annual reports, newspaper
clippings, etc.
Official Copy: Any Office
Retention: Until Superseded
Disposition Method: Shred
Equipment Information Cards (Orange Cards) and Asset Control
Sheets: A record of equipment added to a department's inventory.
NOTE: Orange cards are completed by a department and sent to the
Equipment Inventory Office. Asset Control Sheets are produced by
Equipment
Inventory with information from Payables Administration regarding
newly purchased equipment for which the Equipment Inventory Office has not
received an Orange Card. Information regarding equipment is also entered
into OASIS.
Official Copy: Equipment Inventory Office
Retention: Orange Cards - 6 years after card received;
Asset Control Sheets - 6 years after end of fiscal year;
OASIS - 6 years after sale or deletion of equipment
Disposition Method: Recycle
Other Copy: Any Office
Retention: until Equipment Inventory Report is verified
Disposition Method: Recycle
Equipment Inventory Database: Provides a record of all equipment
owned by an office or department. This information is kept electronically
and tracks the location and status of the equipment. The database
contains items not found in the Equipment Inventory Office's database.
Official Copy: Any Office
Retention: 6 years after surplus of equipment
Disposition Method: Recycle
Equipment Inventory Reports (Physical Inventories): A record of
UW-owned and federally-owned equipment held or deleted by departments.
NOTE: Inventory is updated annually by a department and recorded by
the Equipment Inventory Office.
Official Copy: Equipment Inventory Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle
Other Copy:Any Office
Retention: until superseded by updated and approved Equipment
Inventory Report
Disposition Method: Recycle
Equipment Maintenance/Service Reports: A record of equipment
maintenance and repair. May include work performed by other UW units,
work performed by outside companies under a service agreement with a UW
department or work performed by outside companies not under a service
agreement. Does not include medical equipment.
Official Copy: Any Office
Retention: 6 years after service date
Disposition Method: Recycle
History Files: Documentation of the history and development of an
office, program or event. May include photographs, videotapes,
newsletter, etc.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to
Archives
Incident Reports: Internal departmental reports of facility damage,
theft of UW property, etc., when no claim has been filed.
NOTE: This is not the official UW Police "Incident Report" or
"Accident/Incident Report" (injuries).
Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred
Insurance: A record of insurance policies for property such as
scientific instruments, equipment or fine art. May include
correspondence, photographs, policies and claims.
Official Copy: Risk Management
Retention: 6 years after termination or renewal of policy
Disposition Method: Transfer to Archives for review
Other Copy: Any Office
Retention:6 years after termination or renewal of policy
Disposition Method: Transfer to Archives for review
Insurance -- Special Needs: A record of documentation and policies
pertaining to special insurance needs.
Official Copy: Risk Management
Retention: 6 years after termination or renewal of policy
Disposition Method: Transfer
to Archives for review
Other Copy: Any Office
Retention: 6 years after termination or renewal of policy
Disposition Method: Transfer
to Archives for review
Invention Disclosure Package:Confidential material on new patents
awarded to UW. Provided by Office of Technology Licensing to Dean/Chair
of inventor's College/School or Department. May include copies of
disclosure letter, invention power of attorney and assignment of rights,
UW patent form, etc.
Official Copy: College/School or Department
Retention: administrative purpose served
Disposition Method: Shred
Litigation Evidence Files: Material held for on-going litigation to
which an office is a party. Generated as duplicates of materials found in
existing record series. May include correspodence, financial records,
personnel folders, etc.
Official Copy: Any Office
Retention: 6 years after termination of litigation
Disposition Method: Shred
Litigation Files: Material created specifically in response to
litigation. May be in the form of background material, evidence files,
correspondence, meeting minutes, reports, statistics, etc.
Official Copy: Any Office
Retention: 10 years after termination of litigation
Disposition Method: Shred
Model Release Forms: An agreement between an individual and the
University of Washington granting the University rights to photographs,
video, or to produce recordings of an individual.
Official Copy: Any Office
Retention: 6 years after publication or video no longer in use
Disposition Method: Shred
Monthly Reports: Summaries of monthly activity or project/program
status. May include statistics.
Official Copy: Any Office
Retention: 3 years after end of month
Disposition Method: Transfer to Archives for
review
Organization Charts and Listings: Records of a department's
organizational structure or its relationship to other offices and
departments. May delineate lines of responsibility, chain of command,
etc.
Official Copy: Any Office
Retention: until superseded
Disposition Method: Transfer to Archives
Photos, Slides, Videotapes, Audiotapes: Multi-media record of
events, people, facilities and activities. Used for promotional or
instructional purposes, or to document events, etc.
Official Copy: Any Office
Retention: administrative purpose served
Disposition Method: Transfer to Archives
for
review
Planning/Project Files: Documentation of long-range goal setting
and long-range planning for both special projects and general office
operations. May include statistics, correspondence, notes, reports,
budget information, etc.
Official Copy: Any Office
Retention: 5 years after calendar year
Disposition Method: Transfer to Archives for
review
Policies and Procedures: Records of the establishment of policies
and procedures. May include background material and drafts, manuals,
directives, etc.
Official Copy: Any Office
Retention: until superseded
Disposition Method: Transfer to Archives
Project Status Reports: Summaries of project progress/status.
Official Copy: Any Office
Retention: 3 years after project completion
Disposition Method: Transfer to
Archives
Property Activity Requests: A record of the disposition of
equipment from a department - either through surplus, transfer, or sale.
May include State of Washington documentation.
Official Copy: Equipment Inventory Office
Retention 6 years after sale, transfer or deletion of equipment
Disposition Method: Recycle
Official Copy: Facilities Services: Property and Transportation
Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle
Official Copy: UWT: Facilities Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle
Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Recycle
Public Records Requests: Official notice sent by the Office of
Public Records and Open Meetings to a UW department requesting records
needed for disclosure.
Official Copy: Office of Public Records and Open Meetings
Retention: 6 years after end of month
Disposition Method: Shred
Other Copy: Any Office
Retention: 2 years after end of calendar year
Disposition Method: Shred
Publications Production Records: Documentation of the production
of materials for publication by department or program. May include rough
drafts and working materials for brochures, flyers, announcements,
reports, newsletters, etc.
Official Copy: Any Office
Retention: 3 years after date of publication;
transfer one copy of final publication to the University Archives
Disposition Method: Recycle
Quarterly Reports: A quarterly record of departmental activities,
achievements, etc. May include statistics.
Official Copy: Any Office
Retention: 3 years after end of quarter
Disposition Method: Transfer to Archives
for
review
Records Center Storage Documentation: Provides UW offices with
information regarding boxes/records stored at the University Records
Center. Includes the following: Records Transfer Inventory (RTI) -
form used by UW offices to request storage of records at the Records
Center; Accession Confirmation - listing of records from RTI with
corresponding Records Center box location codes; Disposition Control
Forms - 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
Other Copy: Any Office
Retention: 3 years after disposition of last record on any
particular Accession Confirmation
Disposition Method: Recycle
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
Other Copy: Any Office
Retention: until superseded
Disposition Method: Recycle
Records Retrieval Requests: Requests by UW offices for retrieval of
boxes/files stored at the Records Center.
Official Copy: Records Management Services
Retention: 2 years after all records returned, or
for items not returned: 4 years after date of request; whichever is longer
Disposition Method: Shred
Other Copy: Any Office
Retention: 1 year after all records returned
Disposition Method: Shred
Request for Use of University Facilities: A record of requests to
use UW facilities for events which are open to the general public, or
which involve the co-sponsorship of a non-University organization by a
University academic or administrative unit.
Official Copy: Office of the Provost (for all
facilities)
Retention: 5 years after end of calendar year
Disposition Method: Recycle
Official Copy: UWT: Chancellor
Retention: 5 years after end of calendar year
Disposition Method: Recycle
Official Copy: UWB: Facilities Use Committee
Retention: 5 years after end of calendar year
Disposition Method: Recycle
Other Copy: Any Office
Retention: 1 year after facility used; or 1 year after request
denied
Disposition Method: Recycle
Room Assignment Requests: A record of requests from departments for
the assignment of classrooms, meeting or conference rooms.
Official Copy: Registrar: Time Schedule and Room Assignment Office
Retention: 1 year after end of quarter
Disposition Method: Recycle
Official Copy: UWB: Student Affairs
Retention: 1 year after end of quarter
Disposition Method: Recycle
Other Copy: Any Office
Retention: 1 year after end of quarter
Disposition Method: Recycle
Shredding Pick-up Requests: Forms used by UW office to request
Records Center shredding of confidential records which have passed their
approved retention period. Includes Certificate of Destruction.
Official Copy: Records Management Services
Retention: 6 years after end of calendar year
Disposition Method: Recycle
Other Copy: Any Office
Retention: 3 years after date of shredding pick-up
Disposition Method: Recycle
Shredding/Recycling Log: Log used to track records which have been
disposed of either by shredding
or recycling. Includes name of record, authorization, dates of material,
and date recycled or shredded.
Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Recycle
Space Survey: Annual inventory of space assigned to each
department, with functional designations for each room or area.
Official Copy: Capital and Space Planning
Retention: 10 years after end of calendar year
Disposition Method: Transfer to
Archives
Official Copy: UWT: Chancellor
Retention: 10 years after end of calendar year
Disposition Method: Transfer to
Archives
Official Copy: UWB: Administrative Services
Retention: 10 years after end of calendar year
Disposition Method: Transfer to
Archives
Other Copy: Any Office
Retention: until superseded by next completed survey
Disposition Method: Recycle
Statistics: Compiled information used to document office
functions, activities, and accomplishments.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review
Subject Files: Files arranged alphabetically by topic for subjects
of relevance to the work of an office. May include correspondence, memos,
reports, statistics, etc.
Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives
for review
Subpoenas: Legal document requiring recipient to appear in court to
testify, or to produce records to be used in litigation.
Official Copy: Any Office
Retention: 6 years after case closed/records produced
Disposition Method: Shred
Surveys/Questionnaires: Individual responses to surveys or
questionnaires.
Official Copy: Any Office
Retention: 1 year after results compiled
Disposition Method: Shred
Survey/Questionnaire Reports: A summary record of the compiled
responses to surveys or questionnaires. Includes blank sample survey form
and report of results.
Official Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Transfer to
Archives
for review
Technical System Documentation: Documentation of computer systems
or databases used by an office, either developed in-house or by a
contracted system developer. May include operator's manual, general
description of design, system definition, project work plan, design
detail, file layout, establishment of programs, reports listing and data
dictionary. This series is for unique systems/databases only, and does
not include or apply to over-the counter software/database
packages.
Official Copy: Any Office
Retention: 6 years after system replaced/no longer used
Disposition Method: Shred
Training Materials: Brochures, slides, videos, overheads, hand-outs
and other training materials used by office/departments for employee
training sessions.
Official Copy: Any Office
Retention: 2 years after training session no longer presented
Disposition Method: Recycle
WAC Files: Record of drafts, hearings, justification statement and
other documents related to, and documenting, the development and enactment
of official rules and regulations for inclusion in the Washington
Administrative Code.
Official Copy: Rules Coordination Office
Retention: 6 years after rule is superseded
Disposition Method: Transfer to
Archives
for review
Other Copy: Any Office
Retention: 6 years after rule is superseded
Disposition Method: Shred
Y2K Compliance Files: Provides documentation of Year 2000
compliance projects. May include program management plans, meeting
minutes, project planning, assessment, conversion, testing,
implementation, contingency plans, certification records, etc.
Official Copy: Any Office
Retention: 10 years after completion of project
Disposition Method: Shred
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