This procedure outlines which records retention schedules apply to the work of the UMAC Web Strategy team and clarifies how different types of web‑related materials are governed across the University of Washington. While the UW’s main website is considered transitory—since its content is derived from source documents that carry their own retention requirements—the team’s operational, project, communication, HR‑related, and collaboration records are governed by a range of schedules maintained by Records Management Services, UW Finance, UW Human Resources, and individual campus departments. The document serves as a central reference point, linking to all relevant retention schedules to ensure that records created or managed by the Web Strategy team are handled in compliance with institutional requirements.
This document applies to all work produced by the Web Strategy team.
Procedure steps
In a 2018 meeting between Records Management Services and theUMAC Web Strategy Team, retention schedules that govern the UW’s main website were discussed. During that meeting, it was determined that the main website is considered transitory because in almost all cases, the web site is built using source documents. Those source documents would be affected by a retention schedule, but not the actual web pages created by the source documents.
However, the Web Strategy team’s work is affected by other schedules. Those schedules can be found on the UW Finance site:
- Extracted Data: https://finance.uw.edu/recmgt/gs/transitory
- Lists and Logs: https://finance.uw.edu/recmgt/gs/transitory
- Backup for Disaster Preparedness/Recovery: https://finance.uw.edu/recmgt/recordseries/backup-disaster-preparednessrecovery
- Brainstorming and Collaborating: https://finance.uw.edu/recmgt/recordseries/brainstorming-and-collaborating
- Help Desk Requests: https://finance.uw.edu/recmgt/recordseries/help-desk-requests
- Annual Reports: https://finance.uw.edu/recmgt/recordseries/annual-reports
- Monthly/Quarterly Reports: https://finance.uw.edu/recmgt/recordseries/monthlyquarterly-reports
- Organization Charts and Listings: https://finance.uw.edu/recmgt/recordseries/organization-charts-and-listings
- Organizing/Monitoring Work in Progress: https://finance.uw.edu/recmgt/recordseries/organizingmonitoring-work-progress
- Photos, Slides, Videotapes, Audiotapes: https://finance.uw.edu/recmgt/recordseries/photos-slides-videotapes-audiotapes
- Planning/Project Files: https://finance.uw.edu/recmgt/recordseries/plan-project-files
- Policies and Procedures: https://finance.uw.edu/recmgt/recordseries/policies-and-procedures
- Public Records Requests: https://finance.uw.edu/recmgt/recordseries/public-records-requests
- Statistics: https://finance.uw.edu/recmgt/recordseries/statistics
- Survey/Questionnaire Reports: https://finance.uw.edu/recmgt/recordseries/surveyquestionnaire-reports
- Surveys/Questionnaires: https://finance.uw.edu/recmgt/recordseries/surveysquestionnaires
- Technical System Documentation: https://finance.uw.edu/recmgt/recordseries/technical-system-documentation
- Search Committees for Deans and Directors: https://finance.uw.edu/recmgt/recordseries/search%C2%A0committees-deans-and-directors
- Search Committees for Faculty and Chairpersons: https://finance.uw.edu/recmgt/recordseries/search-committees-faculty
Retention schedules that govern our work with UW Human Resources
In addition to the schedules listed above, our work with UW Human Resources is governed by additional schedules. These schedules affect very specific pieces of the work we do for UWHR.
- Electronic Personnel/Payroll Records that do not need to be printed or saved: https://finance.uw.edu/recmgt/recordseries/electronic-personnel
- Job Descriptions: https://finance.uw.edu/recmgt/recordseries/job-descriptions
- Training Records: https://finance.uw.edu/recmgt/recordseries/training-records
- Volunteer Records: https://finance.uw.edu/recmgt/recordseries/volunteer-records
- Retention schedule specific to Professional and Organizational Development (POD): https://finance.uw.edu/recmgt/sites/default/files/deptsched/10.06.00.PDF
- Retention schedule specific to Labor Relations (LR or LRO): https://finance.uw.edu/recmgt/sites/default/files/deptsched/10.05.00_0.PDF
- Retention schedule specific to the Compensation Office: https://finance.uw.edu/recmgt/sites/default/files/deptsched/10.02.00_0.PDF
Retention schedules that govern our work with UW Finance
All UW Finance websites are governed by the retention schedules of their respective departments. The point person(s) for each department are responsible for maintaining their own records according their retention schedules.
Retention schedules that govern our work with Admissions
Admissions is responsible for maintaining their own records according to their retention schedules.
Retention schedules that govern the work we do with individual departments on campus
Each department that we work with is responsible for maintaining their own records according to their respective retention schedules.
- Procedure ID: WS-PROC-1006
- Version: 2.0
- Effective Date: 2026-02-01