General Records Retention Schedule
(Revised) April 2006
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Accident/Incident Reports: Form which reports incidents and
accidents regarding employees and visitors in and around the University.
Use of this form initiates the investigation/review process needed to
improve workplace safety and health.
Official Copy: Environmental Health and Safety: Occupational
Health and Safety Office
Retention: 10 years after end of calendar year
Disposition Method: Shred
Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Shred
Other Copy: UWB: Administrative Services
Retention: 3 years after end of calendar year
Disposition Method: Shred
Air Quality Sampling Files: Record of air sampling and evaluations
for the presence of air contaminants to identify if employee(s) has (have)
been exposed to toxic substances. Results are sent to offices for
corrective actions.
Official Copy: Environmental Health & Safety: Occupational Health
and Safety
Retention: 30 years after end of calendar year
Disposition Method: Shred
Other Copy: Any Office/Lab
Retention: 6 years after corrective action taken
Disposition Method: Shred
Building Files: A record of space renovation, capital projects and
other improvements to department facilities. Includes Environmental
Impact Statement.
Official Copy: Facilities Services/Capital Projects/Capital & Space
Planning Office
Retention: varies (refer to Department schedules)
Other Office: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Transfer to
Archives for review
Building Hour Modification Requests: A record of a
department's request to change the posted building hours.
Official Copy: Building Coordinator
Retention: until superseded by new building hours
Disposition Method: Recycle
Official Copy: UWB: Facility Services
Retention: until superseded by new building hours
Disposition Method: Recycle
Building Managers' Reports: Monthly newsletter regarding crime issues on campus.
A section of the report provides department-specific statistics regarding
burglaries, thefts, number of building sweeps during closed hours and
number of building walkthroughs during open hours.
Official Copy: UW Police
Retention: administrative purpose served
Disposition Method: Shred
Official Copy: UWB: Public Safety
Retention: administrative purpose served
Disposition Method: Shred
Other Copy: Building Coordinator
Retention: 1 year after end of calendar year
Disposition Method: Shred
Building Security Survey Reports: Periodic reports
of surveys of UW facilities sent to Building Coordinators. Reports are used by
departments to update/enhance security measures for their facilities.
Official Copy: UW Police
Retention: administrative purpose served
Disposition Method: Shred
Official Copy: UWB: Public Safety
Retention: administrative purpose served
Disposition Method: Shred
Other Copy: Building Coordinator
Retention: 2 years after end of calendar year
Disposition Method: Shred
Building Sweep Reports: A record of routine
walk-throughs of a facility which report any problems
discovered.
Official Copy: UW Police
Retention: administrative purpose served
Disposition Method: Shred
Official Copy: UWB: Public Safety
Retention: administrative purpose served
Disposition Method: Shred
Other Copy: Building Coordinator
Retention: 1 year after end of calendar year
Disposition Method: Shred
Building Use Permits: A record of authorization
from a Dean or department head for an individual to access a
building or portion of a building. Required for students,
temporary staff or temporary faculty using a building after normal working
hours, as well as for some permanent faculty or staff accessing
sensitive research areas.
Official Copy: Dean/Department head
Retention: 1 year after permit expires
Disposition Method: Recycle
Other Copy: User
Retention: until permit expires
Disposition Method: Recycle
Building Use Permit Authorization Lists: A record of the
names of employees authorized to sign Building Use Permits.
Official Copy: UW Police
Retention: until superseded
Disposition Method: Recycle
Official Copy: UWB: Public Safety
Retention: until superseded
Disposition Method: Recycle
Other Copy: Building Coordinators
Retention: until superseded
Disposition Method: Recycle
Chemical Hygiene Plan - Laboratory Specific: Documentation of
safety measures implemented in labs to ensure protection of employees
against chemical exposure. The lab specific plan is part of the overall
Lab Safety Manual.
Official Copy: Any Lab
Retention: 6 years after superseded
Disposition Method: Recycle
Chemical Inventories: Record of chemicals in use at facilities,
labs or departments. Inventories reveal where and when a chemical was
stored as well as the identity of all toxic substances or harmful physical
agents.
Official Copy: Environmental Health & Safety: Environmental
Programs Office
Retention: 30 years after end of year or end of use of chemical
Disposition Method: Shred
Other Copy: Any Office/Lab (Hardcopy)
Retention: 1 year after superseded or office/lab closed
Disposition Method: Shred
Departmental Health and Safety Manual: Department specific plan
regarding health and safety concerns and the prevention of accidents.
Also includes the emergency evacuation and operations plan. May include
the Accident Prevention Plan, Hazardous Activity Workplan, Hazardous
Assessment for Personal Protective Equipment or Job Safety Analysis.
Official Copy: Any Office
Retention: 6 years after superseded or updated
Disposition Method: Transfer to
Archives for review
Disposal of Radioactive Waste - Form 160: Form sent to Radiation
Safety along with radioactive materials once a lab has completed use of
materials. Indicates where the materials were maintained and how they
were distributed in the lab.
Official Copy: Any Lab
Retention: 2 years after last inspection or material
returned/dispersed, whichever is longer
Disposition Method: Shred
Other Copy: Environmental Health and Safety: Radiation Safety
Office
Retention: 1 year after end of calendar year
Disposition Method: Shred
Facility Management Services, Requests for (Work Orders): A
record of requests by departments for services of Maintenance and
Alterations.
Official Copy: Facilities Services: Maintenance and Alterations
Retention: 1 year after entry into database
Disposition Method: Recycle
Official Copy: UWB: Facility Services
Retention: 1 year after entry into database
Disposition Method: Recycle
Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle
Fire Investigation Reports: Final report of fire investigations at
UW buildings.
Official Copy: Environmental Health and Safety: Facility Safety
Office
Retention: 6 years after completion of investigation
Disposition Method: Shred
Other Copy: Any Office
Retention: until completion of investigation
Disposition Method: Shred
Fire Permits: A record of permits issued by the Seattle Fire
Department to a facility allowing the conduct of activities which may
present a fire hazard.
Official Copy: Any Office
Retention: 6 years after expiration of permit
Disposition Method: Recycle
General/Industrial Hygiene Sampling records: Documents Occupational
Health and Safety sampling and evaluation for the presence of chemicals or
physical agents to ensure employee exposure to substances are within
mandated limits.
Official Copy: Enviromental Health and Safety: Occupational Health
and Safety Office
Retention: 30 years after end of calendar year
Disposition Method: Shred
Other Copy: Any Office/Lab
Retention: 6 years after end of calendar year
Disposition Method: Shred
Hazardous Activity Workplan: Workplan for jobs which include
hazardous activities. Includes information on training, protection
reporting, etc. May be included as part of the Departmental Health and
Safety Manual.
Official Copy: Any Office/Lab
Retention: 6 years after superseded
Disposition Method: Transfer to Archives for
review
Hazardous Assessment for Personal Protective Equipment: Assessment
of workplace for hazards that might require the use of personal protective
equipment. Includes regulations, degree of hazard and the engineering or
administrative controls in place to identify what Personal Protective
Equipment is needed. May be
included as part of the Hazardous Activity Workplan or Departmental Health
and Safety Manual or filed separately.
Official Copy: Any Office/Lab
Retention: 6 years after superseded
Disposition Method: Recycle
Hazardous Waste Collection Request Form: A record of a department's
request for collection of hazardous materials/waste by the Environmental
Programs Office. Request may be for routine or
one-time only pick-up.
Official Copy: Environmental Health and Safety: Environmental
Programs Office
Retention: 6 years after end of calendar year or generator
inactive
Disposition Method: Recycle
Other Copy: College/School/Department or Lab
Retention: 1 year after date of collection
Disposition Method: Recycle
Hazardous Waste Tracking Records: Records produced to
track the generation, shipping and disposal of hazardous and
dangerous waste (including PCB). Includes shipping manifests, annual
waste reports, exception reports, dangerous waste notification and
hazardous waste notification.
Official Copy: Environmental Health and Safety: Environmental
Programs Office
Retention: see department schedule for retention period
Other Copy: Any Off-campus Facility
Retention: 5 years after site no longer generates hazardous or
dangerous waste
Disposition Method: Shred
Inspection Records - Hazardous Materials and Waste Management:
Record of inspections of containers containing hazardous waste at UW
facilities or entire facility to ensure compliance with Environmental
Health and Safety regulations,
policies and procedures. Includes Washington Department of Ecology
inspections.
Official Copy: Environmental Health and Safety: Environmental
Programs Office
Retention: 6 years after end of calendar year
Disposition Method: Shred
Other Copy: Any Off-Campus Facility or HazMat Storage Area
Retention: 5 years after last inspection or corrective action
taken, whichever is longer
Disposition Method: Shred
Inspection Records - Internal Safety Inspections: Internal
inspections/surveys to ensure office compliance with Environmental Health
and Safety safety policies
and procedures. Can be in the form of a checklist or department designed
form. Includes request to Environmental Health and Safety for corrective
action. See Survey
Records - Radiation Safety for labs using radioactive material
Official Copy: Any Office/Lab
Retention: 2 years after last inspection or corrective action
taken, whichever is longer
Disposition Method: Shred
Inspection Reports - Prevention and Assessment: Environmental
Health and Safety Assessment
team survey and inspections of building and labs for problems or
violations of Environmental Health and Safety procedures, guidelines or
regulations. Includes fire
safety inspections, food services, water quality, eyewash/safety showers,
fume hoods and biological cabinets.
Official Copy: Environmental Health and Safety: Facility
Safety Office
Retention: 6 years after last inspection or calendar year
(depending on type of inspection)
Disposition Method: Shred
Other Copy:Any Office/Lab
Retention: 2 years after last inspection or corrective action
taken, whichever is longer
Disposition Method: Shred
Inspection Records - Radiation Safety: Inspections of labs by
Radiation Safety Office for problems or violations of Environmental Health
and Safety Radiation
Safety policies, procedures or guidelines.
Official Copy: Environmental Health and Safety: Radiation Safety
Office
Retention: 30 years after end of calendar year
Disposition Method: Shred
Other Copy: Any Lab
Retention: 2 years after last inspection or corrective action
taken, whichever is longer
Disposition Method: Shred
Job Safety Analysis: Analysis of job for safety precautions and/or
regulations. The analysis identifies the need for Personal Protective
Equipment Assessment and
Training. This document may be included as part of the Departmental
Health and Safety Manual.
Official Copy: Any Office/Lab
Retention: until superseded
Disposition Method: Recycle
Key Records: A record of building and equipment keys issued to
individuals. May include Key Request forms, Special Keying/Security
Request form, Key Request Authorization memos, Departmental Key
Authorization memos, Individual Key Record forms, etc.
Official Copy: Facilities Services: Lock Shop
Retention:1 year after end of calendar year
Disposition Method: Recycle
Official Copy: Any Office - Individual Key Record
forms; Key Authorization memos, etc.
Retention: until superseded by new lock or keyholder
Disposition Method: Recycle
Official Copy: UWB: Public Safety
Retention: 1 year after end of calendar year
Disposition Method: Recycle
Other Copy: Any Office - pink and yellow copies
of Key Requests
Retention: until key is received from Facilities Services: Lock
Shop
Disposition Method: Recycle
Labor and Industries Compliance Inspection Reports: Inspection of
offices or labs to ensure compliance with Washington State Industrial
Safety and Health Administration (WISHA) regulations, policies and
procedures.
Official Copy: Environmental Health and Safety: Occupational Health
and Safety Office
Retention: 6 years after corrective action taken
Disposition Method: Shred
Other Copy:Any Office/Lab
Retention:2 years after last inspection or corrective action taken,
whichever is longer
Disposition Method: Shred
Long-Term Rental Request Form (for Motor Pool
Vehicles): A record
of requests for extended/long-term rental of Motor Pool vehicle. May
include supporting documentation, correspondence, etc. For short-term
rentals -- see Rental Agreements (for Motor
Pool Vehicles)
Official Copy: Facilities Services: Motor Pool
Retention: 6 years after termination of rental agreement, or
request denied, or request withdrawn
Disposition Method: Recycle
Official Copy: UWB: Facility Services
Retention: 6 years after termination of rental agreement, or request denied, or
request withdrawn
Disposition Method: Recycle
Other Copy: Any Office
Retention: 3 years after termination of rental agreement, or
request denied, or request withdrawn
Disposition Method: Recycle
Material Safety Data Sheets (MSDS): Manufacturer's guide to
potential hazards of, and protection methods for, each chemical purchased.
Maintained as part of the MyChem.
Official Copy: Environmental Health and Safety: MyChem
Retention: 1 year after end of chemical use
Disposition Method: Recycle
Other Copy: Any Office/Lab (Hardcopy)
Retention: until superseded or end of use of chemical in
office/lab, whichever is longer
Disposition Method: Recycle
Monthly Dosimetry Reports: Monthly reports of the processing of
dosimetry badges which measure and record employee's radiation exposure.
Official Copy: Environmental Health and Safety: Radiation Safety
Office
Retention: 30 years after end of calendar year
Disposition Method: Shred
Other Copy: College/School/Department or Lab
Retention: 2 years after end of calendar year
Disposition Method: Shred
Motor Pool -- Out of Area Request Form: Provides record af
authorization to take Motor Pool vehicle out of established proximity
range. May include documentation supporting request.
Official Copy: Facilities Services: Motor Pool
Retention: 3 years after car returned
Disposition Method: Recycle
Official Copy: UWB: Facility Services
Retention: 3 years after car returned
Disposition Method: Recycle
Other Copy: Any Office
Retention: until vehicle returned
Disposition Method: Recycle
Motor Pool -- Overnight Vehicle Use Authorization: Provides record
of authorization, through written request or by email, for overnight use
of Motor Pool vehicle by UW employee.
Official Copy: Facilities Services: Motor Pool
Retention: 6 years after end of calendar year
Disposition Method: Recycle
Official Copy: UWB: Facility Services
Retention: 6 years after end of calendar year
Disposition Method: Recycle
Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Recycle
Notice of Improper Hazardous Waste Disposal: Provides record of
Custodial Services notification to Building Coordinators of buildings
having department(s) which have violated hazardous waste disposal
regulations.
Official Copy: Facilities Services: Custodial Services
Retention: 2 years after end of calendar year
Disposition Method: Shred
Official Copy: UWB: Facility Services
Retention: 2 years after end of calendar year
Disposition Method: Shred
Other Copy: Any Office
Retention: until proper disposal of waste
Disposition Method: Shred
Notice of Improper Recycling Practices: Provides a record of
Custodial Services notification to Building Coordinators of building
violation of recycling regulations.
Official Copy: Facilities Services: Custodial Services
Retention: 2 years after end of calendar year
Disposition Method: Recycle
Official Copy: UWB: Facility Services
Retention: 2 years after end of calendar year
Disposition Method: Recycle
Other Copy: Any Office
Retention: until proper disposal of materials
Disposition Method: Recycle
Pest Control Files: Records relating to the control of pests both
inside and outside UW buildings. Includes technician reports, records of
chemicals used, manuals, etc.
Official Copy:Environmental Health and Safety: Occupational
Health and Safety Office
Retention: 10 years after last report or inspection
Disposition Method: Shred
Official Copy: UWB: Facility Services
Retention: 10 years after last report or inspection
Disposition Method: Shred
Other Copy: Any Office
Retention: 2 years after last inspection
Disposition Method: Shred
Radiation Equipment Calibration Records: Record of calibration
tests performed on instruments. Can be performed by Environmental Health
and Safety Radiation Safety
or an outside agency.
Official Copy: Environmental Health and Safety: Radiation
Safety Office
Retention: 10 years after end of calendar year
Disposition Method: Shred
Other Office: Any Office
Retention: 2 years after end of calendar year
Disposition Method: Shred
Radioactive Waste Disposal Logs: Internal logs used by labs to
assist in the completion of Form 160. These logs may include Form
150, 170 or others designed by labs and considered an equivalent. See
Disposal of Radioactive Waste - Form 160 for retention of Form 160.
Official Copy: Any Lab
Retention: 2 years after end of the quarter
Disposition Method: Shred
Rental Agreements (for Motor Pool
Vehicles): Rental agreements for short-term departmental use of
Motor Pool vehicles. For long-term rentals -- see Long-Term Rental Request Form (for Motor Pool
vehicles)
Official Copy: Facilities Services: Motor Pool
Retention: 6 years after termination of rental agreement
Disposition Method: Recycle
Official Copy: UWB: Facility Services
Retention: 6 years after termination of rental agreement
Disposition Method: Recycle
Other Copy: Any Office
Retention: 3 years after termination of rental agreement
Disposition Method: Recycle
Seattle Fire Department Notice of Violation: Notice of violation of
fire codes based on Seattle Fire Department inspection. May include
documentation on corrective actions.
Official Copy: Environmental Health and Safety: Facility Safety
Office
Retention: 6 years after last inspection or calendar year
Disposition Method: Shred
Other Copy: Any Office/Lab
Retention: 2 years after last inspection or corrective action
taken, whichever is longer
Disposition Method: Shred
Security Codes: Listings of confidential
codes or passwords
assigned to individuals in a department for access to building security
systems, copiers, computer systems, the UWATS long distance telephone
system, etc.
Official Copy: Issuing and Receiving Departments
Retention: until administrative purpose is served
Disposition Method: Shred
Site Specific Safety Affidavits: Affidavits signed by teaching
assistants or lab instructors verifying that they have been trained on the
use of equipment and chemicals specific to the lab in which they are
teaching or working.
Official Copy: Any Office/Lab
Retention: 6 years after termination of employment
Disposition Method: Shred
State of Washington Vehicle Accident/Collision Report: Provides a
record of accidents/collisions involving state owned motor vehicles.
Official Copy: Any Office
Retention: 3 years after the end of the calendar year
Disposition Method: Shred
Survey Records - Radiation Safety: Survey completed by lab staff in
regard to radioactive contamination levels in lab. Survey is completed
after each use of radioactive material and on a monthly basis as required
by Radiation Safety guidelines.
Official Copy: Any Lab
Retention: 2 years after end of calendar year
Disposition Method: Shred
Temporary Food Event Form: Permit to have food served at a
temporary event. Includes form and notification of approval or denial.
Official Copy: Environmental Health and Safety: Facility Safety
Office
Retention: 6 years after last inspection
Disposition Method: Recycle
Other Copy: Any Office
Retention: 3 months after event
Disposition Method: Recycle
Training Reports: Listing of Environmental Health and Safety
training in which departmental
employees have participated.
Official Copy: Environmental Health and Safety: Program Support
Office
Retention: 10 years after recertification, expiration of training
certificate, or termination of employment
Disposition Method: Shred
Other Copy: Any Office
Retention: 3 years after termination of employment
Disposition Method: Shred
Vehicle Files, UW: Provides record of vehicle history for
vehicles owned by offices or owned by Motor Pool. Most vehicles are
maintained by Motor Pool. May include Motor Pool maintenance and repair
history, purchase, title and registration, accidents and manuals
accompanying vehicles.
Official Copy: Vehicles Owned by Facilities Services: Motor Pool
Retention: 6 years after vehicle disposition
Disposition Method: Recycle
Official Copy: Vehicles Owned by Any Office
Retention: 6 years after vehicle disposition
Disposition Method: Recycle
Official Copy: UWB: Facility Services
Retention: 6 years after vehicle disposition
Disposition Method: Recycle
Other Copy: Any Office (vehicles leased from Facilities
Services: Motor Pool)
Retention: 3 years after end of lease
Disposition Method: Recycle
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