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University of Washington General Records Retention Schedule - PDF
University of Washington General Records Retention Schedule
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1 University of Washington General Records Retention Schedule September 20112 List of Sections UW-GS 1 Committees, Councils, Associations and Boards... 3 UW-GS 2 Environmental Health & Safety/Facilities Services Records... 5 Page 2 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-GS 11 Publication Records Index to Record Series... 993 UW-GS 1 Committees, Councils, Associations and Boards Ballots for Committee Selection: A record of the selection of members of a committee or representative for a specific position. Retention: 1 year after votes counted Page 3 Board of Regents: A record of actions taken and decisions made by the UW Board of Regents. Includes agendas, minutes, reports, correspondence, etc. Official Copy: Board of Regents Retention: 6 years after end of calendar year Disposition Method: Transfer to Archives Retention: 3 years after end of calendar year Committees/Councils/Teams -- External (Outside UW): A record of actions and decisions of committees, councils, etc., that are not sponsored by the UW but have UW representation because the work of the committee may effect the UW. Includes minutes, agendas, notes, reports, etc. Does not include professional organizations. Retention: 6 years after end of calendar year Disposition Method: Transfer to Archives for review Committees/Councils/Teams -- Internal (Within UW): A record of actions and decisions of UWsponsored committees, councils and similar groups. Typically include minutes, agendas, notes, reports, etc. Retention: 6 years after end of calendar year Disposition Method: Transfer to Archives for review General Faculty Organization Meetings: A record of actions and decisions of the General Faculty Organization. Includes agendas, minutes, reports, correspondence, etc. Official Copy: UWT: General Faculty Organization Retention: 6 years after end of academic year Disposition Method: Transfer to Archives Official Copy: UWB: General Faculty Organization Retention: 6 years after end of academic year Disposition Method: Transfer to Archives4 Retention: 3 years after end of academic year Search Committees for Deans and Directors: A record of committee procedures and decisions in the recruitment for a Dean or Director position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc. Does not include materials submitted by an applicant. Page 4 Retention: 10 years after end of search Disposition Method: Transfer to Archives for review Search Committees for Faculty and Chairpersons: A record of committee procedures and decisions in the recruitment for a faculty or Chair position. May include list of committee members, correspondence regarding planning for the search, the development of criteria for the selection of a candidate, job/position description, etc. Retention: 6 years after end of search Staff and Faculty Meetings: A record of the decisions and actions taken at staff and/or faculty meetings or retreats. May include notes, minutes, or working papers. Retention: 6 years after end of calendar year Disposition Method: Transfer to Archives for review University Committee Meetings: A record of actions and decisions of University Committees. Includes agendas, minutes, reports, correspondence of executive committee meetings, faculty council and other committee meetings, etc. Official Copy: University Committees Retention: 6 years after end of academic years Disposition Method: Transfer to Archives Retention: 3 years after the end of the academic year5 UW-GS 2 Environmental Health & Safety/Facilities Services Records 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. Page 5 Official Copy: Environmental Health and Safety: Occupational Health and Safety Office Retention: 10 years after end of calendar year Other Copy: Any Office Retention: 3 years after end of calendar year Other Copy: UWB: Administrative Services Retention: 3 years after end of calendar year Administrative Records for Controlled Substances/Alcohol Testing: This series provides a record of the program administrative records relating to the Controlled Substances/Alcohol Testing process. May include agreements with testing facilities, testing policy and procedures, etc. See 49 CFR for retention requirements. Retention: 6 years after end of calendar year 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: 70 years after end of calendar year Other Copy: Any Office/Lab Retention: 6 years after corrective action taken Ballots for Safety Committee Selection: This series provides a record of nominations and elections for Health and Safety Committees. may include announcements about nominations, nominations, sample ballots, voting/balloting instructions, ballots, and election result posting. Required as per WAC (1). Retention: 2 years after Election Concluded6 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) Page 6 Other Copy: Any Office Retention: 3 years after end of calendar year 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 Official Copy: UWB: Facility Services Retention: until superseded by new building hours 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 Other Copy: Building Coordinator Retention: 2 years after end of calendar year 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 Other Copy: Building Coordinator Retention: 1 year after end of calendar year 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.7 Official Copy: Dean/Department head Retention: 1 year after permit expires Other Copy: User Retention: until permit expires Page 7 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 Other Copy: Building Coordinators Retention: until superseded 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: Transfer to Archives 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 Other Copy: Any Office/Lab (Hardcopy) Retention: 1 year after superseded or office/lab closed Chemical Treatment Log: This series documents the discharge of treated chemicals into the sewer system. Official Copy: Any Lab Retention: 3 years after Calendar Year Controlled Substances/Alcohol Test Results Negative Results or Cancelled Tests: This series provides a record of negative or cancelled controlled substances test results and alcohol test results, with8 a concentration of less than 0.02, for employees with a Commercial Driver s License. See 49 CFR for retention requirements. Retention: 1 year after end of calendar year Page 8 Controlled Substances/Alcohol Test Results Positive Results or Refusal to take the Test: This series provides a record of positive test results for Commercial Driver s License employees who took tests for controlled substances and alcohol misuse or of an employee s refusal to take the test. May include employer s copy of the controlled substance test chain of custody and control form, alcohol test form and results, previous employer background screen results if negative, etc. See 49 CFR for retention requirements. Retention: 6 years after end of calendar year Controlled Substances/Alcohol Testing Collection Records: This series provides a record of the collection process regarding administering tests of employees with a Commercial Driver s License for controlled substances and alcohol misuse. May include collection logbooks, documents relating to the random selection process, and decision to administer post-accident tests or reasonable suspicions, etc. See 49 CFR for retention requirements. Retention: 6 years after end of calendar year 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. 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 from a lab indicating that a radioisotope is no longer in a usable form as well as its method of disposal. Data is removed from database when form is submitted to Radiation Safety. Official Copy: Any Lab Retention: 3 years after Copy is sent to Radiation Safety Other Copy: Environmental Health and Safety: Radiation Safety Office Retention: 3 years after Database dump from Radiation Safety database9 Education and Training Records for Controlled Substances and Alcohol Misuse: This series provides a record of supervisors who conduct controlled substance and alcohol training sessions and Commercial Driver s License employees who attend the training. Includes driver s signed receipt of the education materials, policies and supervisor training. See 49 CFR for retention requirements. Retention: 6 years after Cessation of Duties Page 9 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 Official Copy: UWB: Facility Services Retention: 1 year after entry into database Other Copy: Any Office Retention: 2 years after end of biennium Fire Drill Report: This series provides a record that a fire drill was performed within a building. Official Copy: Environmental Health and Safety: Building and Fire Safety Office Retention: 6 years after entry into database Disposition Method: Recycle Other Copy: Any Office Retention: 1 year after end of calendar year Disposition Method: Shred Fire Investigation Reports: Final report of fire investigations at UW buildings. Official Copy: Environmental Health and Safety: Building and Fire Safety Office Retention: 6 years after completion of investigation Other Copy: Any Office Retention: until completion of investigation 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.10 Retention: 6 years after expiration of permit Fleet Services -- Overnight Vehicle Use Authorization: Provides record of authorization, through written request or by , for overnight use of Motor Pool vehicle by UW employee. Page 10 Official Copy: Property and Transport Services: Fleet Services Retention: 6 years after end of calendar year Official Copy: UWB: Facility Services Retention: 6 years after end of calendar year Official Copy: UWT: Facility Services: Motor Pool Retention: 6 years after termination of rental agreement Other Copy: Any Office Retention: 3 years after end of calendar year 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: Environmental Health and Safety: Occupational Health and Safety Office Retention: 70 years after end of calendar year Other Copy: Any Office/Lab Retention: 6 years after end of calendar year 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. /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.11 /Lab Retention: 6 years after superseded 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 onetime only pick-up. Page 11 Official Copy: Environmental Health and Safety: Environmental Programs Office Retention: 6 years after end of calendar year or generator inactive Other Copy: College/School/Department or Lab Retention: 1 year after date of collection 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 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 Other Copy: Any Off-Campus Facility or HazMat Storage Area Retention: 5 years after last inspection or corrective action taken, whichever is longer Inspection Records - Internal Safety Inspections: Internal inspections/surveys to ensure office compliance with Environmental Health and 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 /Lab Retention: 2 years after last inspection or corrective action taken, whichever is longer12 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: Building and Fire Safety Office Retention: 6 years after last inspection or calendar year (depending on type of inspection) Page 12 Other Copy: Any Office/Lab Retention: 2 years after last inspection or corrective action taken, whichever is longer 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 Other Copy: Any Lab Retention: 3 years after last inspection or corrective action taken, whichever is longer 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. /Lab Retention: until superseded Key Records: A record of building keys, door keys, and equipment keys issued to individuals. May include various 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 - Individual Key Record forms; Key Authorization memos, which may be internal within a department, etc. Retention: until superseded by new lock or keyholder Official Copy: UWB: Public Safety Retention: 1 year after end of calendar year13 Other Copy: Any Office - pink and yellow copies of Key Requests Retention: until key is received from Facilities Services: Lock Shop 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. Page 13 Official Copy: Environmental Health and Safety: Occupational Health and Safety Office Retention: 10 years after corrective action taken Other Copy: Any Office/Lab Retention: 2 years after last inspection or corrective action taken, whichever is longer Long-Term Rental Request Form (for Fleet Services Vehicles): A record of requests for extended/long-term rental of a Fleet Services vehicle. May include supporting documentation, correspondence, etc. (For short-term rentals -- see Rental Agreements (for Fleet Services Vehicles) Official Copy: Property and Transport Services: Fleet Services Retention: 6 years after termination of rental agreement, or request denied, or request withdrawn Official Copy: UWB: Facility Services Retention: 6 years after termination of rental agreement, or request denied, or request withdrawn Other Copy: Any Office Retention: 3 years after termination of rental agreement, or request denied, or request withdrawn 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 Other Copy: Any Office/Lab (Hardcopy) Retention: until superseded or end of use of chemical in office/lab, whichever is longer 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: 70 years after end of calendar year14 Other Copy: College/School/Department or Lab Retention: 3 years after end of calendar year 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. Page 14 Official Copy: Facilities Services: Custodial Services Retention: 2 years after end of calendar year Official Copy: UWB: Facility Services Retention: 2 years after end of calendar year Other Copy: Any Office Retention: until proper disposal of waste Notice of Laboratory Equipment Decontamination (UoW Form 1083): This form informs Facilities Services personnel that the equipment has been cleaned or decontaminated prior to service or removal for surplus. Official Copy: Any Lab Retention: 6 years after Service Date or Surplus 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 Other Office: Any Office Retention: 3 years after end of calendar year Radioactive Waste Disposal Logs: Internal logs used by labs to assist in the completion of Form 160. These logs may include Form 150, 159, 170, 176, 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: 3 years after end of the quarter15 Rental Agreements (for Fleet Services Vehicles): Rental agreements for short-term departmental use of a Fleet Services vehicles. For long-term rentals -- see Long-Term Rental Request Form (for Fleet Services vehicles) Official Copy: Property and Transport Services: Fleet Services Retention: 6 years after termination of rental agreement Page 15 Official Copy: UWB: Facility Services Retention: 6 years after termination of rental agreement Official Copy: UWT: Facility Services: Motor Pool Retention: 6 years after termination of rental agreement Other Copy: Any Office Retention: 3 years after termination of rental agreement 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: Building and Fire Safety Office Retention: 6 years after last inspection or calendar year Other Copy: Any Office/Lab Retention: 2 years after last inspection or corrective action taken, whichever is longer 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 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. /Lab Retention: 6 years after termination of employment State of Washington Vehicle Accident/Collision Report: Provides a record of accidents/collisions involving state owned motor vehicles.16 Official Copy: UW Police Department Retention: 6 years after the end of the calendar year Official Copy: Property and Transport Services: Fleet Services for vehicles owned by Fleet Services Retention: 6 years after the end of the fiscal year Page 16 Other Copy: Any Office Retention: 3 years after the end of the calendar year 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 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: Occupational Health and Safety Retention: 6 years after last inspection Other Copy: Any Office Retention: 3 months after event 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 Other Copy: Any Office Retention: 3 years after termination of employment Van Driver Training for 15 and 12-passenger full size Vans: This series provides a record of training for drivers using 15 and 12- passenger full size vans. Includes signed Valid License to Drive and Driving Experience Statement and Safe Driving Practices Acknowledgement Statement. Required to be maintained by departments as per State Administrative & Accounting Manual e.17 Retention: 6 years after Training Completed Vehicle Files, UW: Provides record of vehicle history for vehicles owned by offices or owned by Fleet Services. Most vehicles are maintained by Fleet Services. May include Fleet Services maintenance and repair history, purchase, title and registration, accidents and manuals accompanying vehicles. Page 17 Official Copy: Vehicles Owned by Property and Transport Services: Fleet Services Retention: 6 years after vehicle disposition Official Copy: Vehicles Owned by Any Office Retention: 6 years after vehicle disposition Official Copy: UWB: Facility Services Retention: 6 years after vehicle disposition Official Copy: UWT: Facility Services: Motor Pool Retention: 6 years after termination of rental agreement Other Copy: Any Office (vehicles leased from Property and Transport Services: Fleet Services) Retention: 3 years after end of lease Voluntary Respirator Use Form: This series provides a record of employees who voluntarily use disposable filtering face-piece respirators. Retention: 6 years after termination of voluntary use18 UW-GS 3 Curriculum Records Accreditation Documentation: Statistical, descriptive and evaluative materials necessary to maintain accreditation for a program, college or school with the professional association which sets the standards for that particular discipline. Materials must have been created specifically for accreditation. Official Copy: Dean's or Academic Offices Retention: 6 years after accreditation, or until superseded by new accreditation, whichever is longer Disposition Method: Transfer to Archives Page 18 Agreements for Programs or Curriculum: A record of program agreements between UW offices and outside agencies. May include the following types of agreements: those that provide/obtain a learning experience for students outside the classroom, e.g., internships, clerkships, clinical practicums, traineeships, etc.; that provide/obtain reduced tuition and preference in admission for WWAMI region (Washington, Wyoming, Alaska, Montana and Idaho) students or students from participating schools in other countries. Signing the Agreement Retention: 6 years after termination of agreement Disposition Method: Transfer to Archives for review Conferences, Seminars, Short Courses, Conventions, Institutes: A record of special educational forums presented or sponsored by the UW or held in UW facilities. Includes summer institutes. Retention: 3 years after end of event Disposition Method: Transfer to Archives for review Course Comment Sheets: A record of the evaluative comments written by students regarding the content and presentation of a course. NOTE: After comments are compiled by the Office of Educational Assessment, comment sheets are returned to departments. Official Copy: Faculty/Academic Departments Retention: 3 years after end of quarter Course Evaluation Rating Summaries: Compilations of ratings and comments from individual course evaluation forms. NOTE: Summaries are compiled by the Office of Educational Assessment. Official Copy: Office of Educational Assessment Retention: 3 years after end of quarter Other Copy: Faculty/Academic Departments Retention: 3 years after end of quarter19 Course History Files: A record of the content of approved academic courses. May include course descriptions, syllabi and bibliographies, sample examinations, etc. Official Copy: Academic Departments Retention: until course is dropped Disposition Method: Transfer to Archives for review Page 19 Curriculum Committee Reports: A record of curriculum changes approved during the Curriculum Committee's monthly meeting. May include information on the addition, deletion or renaming of courses or degree programs. Official Copy: Registrar -- General Catalog and Curriculum Office Retention: 5 years after end of quarter Disposition Method: Transfer to Archives Other Copy: Academic Departments Retention: 1 year after end of quarter Curriculum Database Printouts: Quarterly comprehensive listing of all approved courses currently offered by an academic department. Official Copy: Registrar -- General Catalog and Curriculum Office Retention: 3 years after end of quarter Other Copy: Academic Departments Retention: 1 year after end of quarter Curriculum Proposals -- Approved: Documentation of the planning and development of academic courses or programs which have been approved. May include Course Change Applications, New Course Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.). Official Copy: Registrar -- General Catalog and Curriculum Office Retention: 2 years after course is dropped Disposition Method: Transfer to Archives Other Copy: Academic Departments Retention: 5 years after proposal approved Disposition Method: Transfer to Archives for review Curriculum Proposals -- Denied: Documentation of the planning and development of academic courses or programs that have not been approved. May include Course Change Applications, New Course20 Applications, departmental proposals and supporting papers (course or program descriptions, faculty data, etc.). Official Copy: Registrar -- General Catalog and Curriculum Office Retention: 2 years after end of academic year Other Copy: Academic Departments Retention: 1 year after proposal denied Page 20 Lecture Series: Provides a record of planning for lectureships. May include correspondence, notes, memoranda, copies of financial records, publicity materials, and A-V materials. Retention: 5 years after end of calendar year Disposition Method: Transfer to Archives for review Outreach Programs: Documents department or program outreach efforts to the University as well as to specific audiences outside the University community. Retention: 5 years after end of calendar year Disposition Method: Transfer to Archives for review Program Evaluations: Documents the internal evaluation of special programs/interdisciplinary centers/institutes within a specific school or college. May include comments from outside sources, students, faculty, administrators and other interested parties. Retention: 6 years after the end of calendar year Disposition Method: Transfer to Archives for review Program Reviews -- Graduate: A record of 10 year cycle departmental self-evaluation and review by the Graduate School Office. Official Copy: Graduate School Dean's Office Retention: 10 years after end of calendar year Disposition Method: Transfer to Archives Other Copy: Academic Departments Retention: 10 years after end of calendar year Disposition Method: Transfer to Archives Program Reviews -- Undergraduate: A record of 10 year cycle departmental self-evaluation and review by the Provost's Office for programs which offer only undergraduate degrees.21 Official Copy: Provost's Office Retention: 10 years after end of calendar year Disposition Method: Transfer to Archives Other Copy: Academic Departments Retention: 10 years after end of calendar year Disposition Method: Transfer to Archives Page 21 Textbook Desk Copy Requests to Publishers: Requests from faculty or staff to publishers for a free desk copy of a textbook being used in the classroom. May include correspondence. Retention: 6 years after end of the quarter Textbook Orders (Faculty Information Sheet for Textbooks): Requests for course textbooks. Retention: 1 year after end of quarter Time Schedule Changes (Requests for Change in the Quarterly Time Schedule): Requests from academic departments to list a new course or to change the listing for a course in the forthcoming Time Schedule. NOTE: Changes formerly submitted via form UW are now transmitted via . Official Copy: Registrar -- Time Schedule and Room Assignment Office Retention: 1 year after end of quarter Official Copy: UWB: Student Affairs: Registrar Retention: 1 year after end of quarter Other Copy: Academic Departments Retention: 1 year after end of quarter22 UW-GS 4 Materials That May Be Disposed of Without A Specific Retention Period The following materials are considered to have no administrative, legal, fiscal or archival requirements for their retention. They may be disposed of as soon as they have served their reference purpose. Page 22 Duplicates: Extra copies of correspondence, completed forms, bulletins, statistics, reports, hardcopy printouts from a database (including e-procurement purchase orders and reports), electronic files extracted from a master file or database, mailing lists, etc., used only for reference or informational distribution. Document Errors: Incorrect versions of documents, forms or reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format. Miscellaneous Notices or Memoranda: Memos and postings that do not relate to the functional responsibility of the department (i.e., announcements of meetings, reservations, confirmations, itineraries, acknowledgements, form-letter thank you notes, etc.). Preliminary Drafts Published Reference Materials: Printed materials received from other UW offices, vendors or other non-uw institutions, which require no action and are not needed for documentary purposes. May include technical reports/studies, magazines, catalogs, periodicals, flyers, announcements, newsletters and other widely distributed printed materials received by a UW office. Requests for Information: Routine memos or forms used to request, or respond to requests for, information, forms, mailing lists, database printouts, publications, requests for computer printouts, etc. Retain until after the information has been sent or received. Routing Slips: Memos used to direct the distribution of documents. Stocks of Publications: Supplies (multiple copies) of departmentally-produced printed documents which are superseded, obsolete or otherwise valueless. May include program brochures, booklets, flyers, forms, catalogs, directories, manuals, posters and other informational materials produced by a department for wide distribution. NOTE: One copy of all UW publications should be sent to Archives at Box Transmittal Memos: Letters and FAX cover sheets which accompany a document, report, form, etc., that do not add any substantive information to the transmitted material.23 UW-GS 5 Electronic Mail ( ) UNIVERSITY OF WASHINGTON BEST PRACTICES Page 23 Each employee is individually responsible for handling and maintaining records (including University and other electronic records) in accordance with University policy and requirements. Section 1: How long do I keep messages I have received and sent? s are records (information regardless of physical form or characteristics) which may contain evidence of official University actions, decisions, approvals, or transactions. is subject to Washington State law, RCW 40.14, which applies to the preservation and destruction of records. Most received and sent s have a very transitory value. They have no administrative, legal, fiscal, or archival retention requirements and can therefore be deleted as soon as they have fulfilled their reference purpose. Examples of such messages include: preliminary drafts routine replies/requests for information s sent as reference or for informational distribution s used to set-up or accept meetings announcements acknowledgements For a full list of content that does not have to be retained see: All other messages, both those that you send and those that you receive must be retained for a designated amount of time. This designated amount of time, called a retention period, is listed on a Records Retention Schedule. The retention period is based on the content of each individual . There are two types of Records Retention Schedules created for the UW. General Records Retention Schedules list records that most offices, programs, and departments have in common. Departmental Records Retention Schedules are customized for offices, programs, or departments having records that are unique and not commonly found anywhere else on the 3 campuses of the UW. General Records Retention Schedules are found at: Departmental Records Retention Schedules are found at: Messages that convey the following types of information are examples of categories of which have specific retention periods: Policy and procedure directives Substantive decisions regarding matters of University business24 Instruction regarding the implementation of substantive decisions regarding matters of University business. Legal or audit issues Approvals for purchases or other actions to be taken Final reports or recommendations Documentation of departmental/office actions, decisions, operations and responsibilities Confirmations of items ordered online with a procard or CTA Receipts for purchases made electronically Page 24 that has a specific retention period can be printed and filed in the paper filing system, or it can be retained electronically. If messages are retained electronically, employees are responsible for making sure that their remains accessible and readable for the full retention period. Section 2: How do I delete my messages? Deleting an is the first step toward eliminating information that does not require further retention. Each system has its unique way of storing . You need to know how your system works to ensure all messages that should be deleted actually are deleted. Below are examples of how to delete messages in common systems. In Pine or PC Pine, you can mark the messages you want to delete. Before you exit you will be asked if you want to delete (expunge) all the messages you marked for deletion. If you answer yes, the will be gone. If you answer no, the s will not be deleted. It is possible to configure Pine to expunge messages when they are originally marked for deletion. If Pine is configured this way, s will be deleted without this extra step. In Microsoft Outlook, the Deleted items folder stores the messages you have deleted from another folder. To completely delete these messages you must empty the deleted items folder. There are a number of ways to do this. One simple way is to right click on the deleted items folder then click on Empty Deleted Items. Your s will be permanently deleted. 25 Page 25 You may also set Outlook to automatically empty deleted items each time you exit. If you do, like Pine, you will be asked if you want to delete all the you marked for deletion. Once you confirm, your s will be deleted. Outlook also has an easy to find Junk folder. This folder contains all the junk mail that you never see because it has been diverted from your inbox. Right click on it and click on Empty Junk folder to permanently delete everything in this folder. Sometimes that you would not consider junk is also sent to this folder. Before you empty it, it is advisable to double check for s that should be retained. Remember to delete s that are either not required to be retained or have passed their retention periods in your inbox, sent mail box, and in individual folders. Finally, remember that if you save a message that is the last in a string of communications, you may be inadvertently saving content that you do not want or need as part of the previous messages in the string. Try to save only the information that is pertinent to a subject and not parts of a string that are unrelated to it. Section 3: When I create an message, what can I do to help ensure it will be properly managed? When creating an message, consider its purpose. Can other modes of communication be used more efficiently or effectively? Is it necessary to create and send information only s? Is it necessary to distribute this information to all of the listed recipients? Limit your ccs to those people who need the information. Avoid replying to messages you receive unless a reply is actually required. 26 Be professional and objective when composing messages. Remember that is subject to public information requests and may be accessed during litigation or audits. Create each as if it were being published on the front page of the Seattle Times. Try to limit the content in each message to one subject. If there are several unrelated subjects to discuss, send individual s for each subject. The messages will be easier to track, find, use, and eventually delete. Page 26 The information you include in the subject line is the first step to creating order out of a potentially chaotic account. It is important to be objective and accurate in choosing the subject heading. It should be clear, concise, and closely articulate the purpose or action requested in your . When replying to , try to avoid including a long thread in your response. When forwarding , review the original subject headings and make sure it applies to the response that you are sending. Too often, people continue to use a string of messages with the same subject line, even though the topic of the messages has changed. This makes it difficult to properly categorize messages for deletion. Outlook can be set to not include the original message in your reply. At the top of your inbox click Tools>Options> options. You can choose to change the automatic response to Do not include original message when replying or forwarding messages.27 Section 4: What do I do with all my ? Once you open an message, decide what you are going to do with it before you close it. management options include: Delete it Do it Delegate it Defer it Page 27 File it Delete it: Can information be found elsewhere (for example, on an internal or external Web site or another network resource)? If so, delete it. Delete messages after information is distributed. Consider whether you will refer to the information again. Are you required to keep it? For most UW employees, approximately 70-80% of messages can be deleted because the information can be found in other places or because the information is transitory. Do it: Try to handle each message only once before taking action. If you can respond or take specific action in two minutes or less do it. (File, respond, make a call, etc.). About 30% of your can probably be addressed in this manner. Delegate it: messages requesting information or an action are not always directed to the appropriate person. After reading a message determine whether you need to respond to it, or whether it you should delegate it to someone who is better placed to respond to it. Defer it: If a response or specific action will take more than two minutes of dedicated time defer it. If you are working in Outlook take advantage of the ability to flag messages that you chose to defer. Using the proper tools to flag or label messages can help you find them later so that you can determine whether action is still required. You can also add messages to your To Do list by dragging the message to your Tasks list. 28 Page 28 File it: Create folders that are logically aligned with the way in which business is conducted for you office such as projects, transactions, standing meetings, budgets, and employees. Place all requiring retention that is related to a project, transaction, or meeting in the appropriate folder. Try to parallel or associate your paper based filing system with the folder system. Section 5: How do I manage the I have to keep? If you currently sort your stored messages, you might find some of the following suggestions helpful: Managing by Folders Make a folder for each project (that will require retention of some records for a specified period of time). Put all related to this project into this single folder. (Use your client's search function to help you find messages within it.) Remember to check both your inbox and sent mail folder for these s. When the project is complete, note the date of the termination of the records retention period and retain the entire folder until that time. folder titles should be clear, concise, and relate directly to the s that will reside in the folder. Many times, the title can be taken directly from the subject line. It might help if once the project or function is completed; the retention period is noted in the folder title. (Note: All records pertaining to that project may be kept with the folder, even if some of them have a shorter retention period.) View more
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