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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: Research and Occupational Safety
Retention: 10 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: UWB: Administrative Services
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Agency Reporting - Statute, Regulation, or Rule

A record of reporting to outside agencies on both the state and federal level as required by statute, regulation or rule. Includes USDA, L&I, OSHA etc.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

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: Research and Occupational Safety
Retention: 70 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab
Retention: 6 years after corrective action taken
Disposition Method: Shred or Delete

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 296-800-13020(1).

Official Copy:  Any Office
Retention:  2 years after Election Concluded
Disposition Method:  Shred or Delete

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 Resource Planning
Retention: varies (refer to Department schedules)

Other Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

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Retention: until superseded by new building hours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 or Delete

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: 1 year after end of calendar year
Disposition Method: Transfer to Archives for review

Other Copy: Building Coordinator
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

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 permanent staff accessing sensitive research areas. A record of the names of employees authorized to sign Building Use Permits is retained by the UW Police and Building Coordinators.

Official Copy: Dean/Department head
Retention: 1 year after permit expires
Disposition Method: Recycle or Delete

Other Copy: User
Retention: until permit expires
Disposition Method: Recycle or Delete

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

This series provides a record of the locations of toxic chemicals as required by WAC 296-802-20010. May include records from the retired Lab Safety System, which MyChem replaced.

Official Copy: Environmental Health & Safety: Environmental Programs Office
Retention: 70 years after end of year
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab (Hardcopy)
Retention: 1 year after superseded or office/lab closed
Disposition Method: Shred or Delete

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
Disposition Method: Shred or Delete

Controlled Substances and Alcohol Misuse - Education and Training Records

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. As per 49 CFR 382.401.

Official Copy: Any Office
Retention: 6 years after cessation of duties
Disposition Method: Shred or Delete

Controlled Substances, Program Administration and Alcohol Test Records

This series provides a record of the administration of the controlled substances/alcohol testing program for Commercial Driver’s License employees.  It includes positive tests results for controlled substances/alcohol misuse and documents 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.  May also include agreements with testing facilities, testing policy and procedures, collection logbooks, documents relating to the random selection process, and decision to administer post-accident tests or reasonable suspicions, etc. Required as per 49 CFR 382.401

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

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, with a concentration of less than 0.02, for employees with a Commercial Driver’s License. See 49 CFR 382.401 for retention requirements.

Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

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 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: Environmental Health and Safety: Radiation Safety Office
Retention: Termination of UW radioactive materials license
Disposition Method: Archival

Other Copy: Any Lab
Retention: 5 years after copy is sent to Radiation Safety
Disposition Method: Shred or Delete

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 or Delete

Official Copy: UWB: Facility Services
Retention: 1 year after entry into database
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 2 years after end of biennium
Disposition Method: Recycle or Delete

Fire Department Notice of Violation

Notice of violation of fire codes based on a 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
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab
Retention: 2 years after last inspection or corrective action taken, whichever is longer
Disposition Method: Shred or Delete

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 date of drill or excercise
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Recycle or Delete

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 or Delete

Fire/Incident Investigation Reports

Record of investigation of fires and incidents in UW buildings.  Includes photos, inspectors reports, interviews, details regarding alarm systems, etc.

Official Copy: Environmental Health and Safety: Building and Fire Safety Office
Retention: 6 years after completion of investigation
Disposition Method: Transfer to Archives for review

Other Copy: Any Office
Retention: until completion of investigation
Disposition Method: Shred or Delete

General/Industrial Hygiene Sampling Records

Documents Research and Occupational 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: Research and Occupational Safety
Retention: 70 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

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 or Delete

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: 1 year after end of calendar year
Disposition Method: Recycle or Delete

Other Copy: College/School/Department or Lab
Retention: 1 year after date of collection
Disposition Method: Recycle or Delete

Hazardous Waste Tracking Records

This series includes facility signed manifests, land disposal restrictions, and certificates of disposal for hazardous waste.

Official Copy: Environmental Health and Safety: Environmental Programs Office
Retention: 30 years after the end of the calendar year
Disposition Method: Transfer to Archives

Other Copy: Any Off-campus Facility
Retention: 5 years after site no longer generates hazardous or dangerous waste
Disposition Method: Shred or Delete

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: Recycle or Delete

Other Copy: Any Lab
Retention: 5 years after last inspection or corrective action taken, whichever is longer
Disposition Method: Recycle or Delete

Inspection/Survey Records

Provides a record of internal and external inspections or surveys of environmental issues to provide a safe and healthful workplace at the UW. Includes inspections of labs and equipment, food handling, water quality, hazardous materials and waste management, and animal facilities to ensure compliance with health and safety policies.  Also includes prevention and assessment inspections by the Environmental Health and Safety Assessment team and Washington Department of Ecology inspections.  May include inspection reports, test results, worksheets, etc.

Includes Inspection Reports for: Prevention and Assessment, Internal Safety Inspections, Hazardous Materials and Waste Management

Official Copy: Environmental Health and Safety
Retention: 30 years after end of calendar year
Disposition Method: Recycle or Delete

Other Copy: Any Lab
Retention: 6 years after last inspection or corrective action taken, whichever is longer
Disposition Method: Recycle or Delete

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 or Delete

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 key discontinued
Disposition Method: Recycle or Delete

Official Copy: Any Office - Individual Key Record forms; Key Authorization memos which may be internal within a department, etc.
Retention: until superseded by new lock or keyholder
Disposition Method: Recycle or Delete

Official Copy: UWB: Public Safety
Retention: 1 year after end of calendar year
Disposition Method: Recycle or Delete

Other Copy: Any Office - pink and yellow copies of Key Requests
Retention: until key is received from Facilities Services: Lock Shop
Disposition Method: Recycle or Delete

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: Research and Occupational Safety
Retention: 10 years after corrective action taken
Disposition Method: Shred or Delete

Other Copy: Any Office/Lab
Retention: 2 years after last inspection or corrective action taken, whichever is longer
Disposition Method: Shred or Delete

Material Safety Data Sheets (MSDS)

Manufacturer's guide to potential hazards of, and protection methods for, each chemical purchased. Maintained as part of MyChem. See also: Chemical Inventories

Official Copy: Environmental Health and Safety: Environmental Programs Office
Retention: 1 year after end of chemical use
Disposition Method: Recycle or Delete

Other Copy: Any Office/Lab (Hardcopy)
Retention: until superseded or end of use of chemical in office/lab, whichever is longer
Disposition Method: Recycle or Delete

Monthly Dosimeter Reports

Provides a record of the monthly processing of dosimetry badges which measure & record radiation exposure to personnel.  Includes Report by Series Codes; the monthly reading of badges processed in a single monthly batch.  Results are also included in an annual report which is prepared for each individual who is monitored for internal &/or external radiation exposure.  Annual reports are filed in the individual's personnel  file.  Monthly reports provide detailed information on each months reading and are used to supplement the Personnel Files in exposure cases.

Official Copy: Environmental Health and Safety: Radiation Safety Office
Retention: 5 years after end of calendar year
Disposition Method: Recycle or Delete

Other Copy: College/School/Department or Lab
Retention: 5 years after end of calendar year
Disposition Method: Recycle or Delete

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 or Delete

Official Copy: UWB: Facility Services
Retention: 2 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: until proper disposal of waste
Disposition Method: Shred or Delete

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 Office
Retention: 6 years after Service Date or Surplus
Disposition Method: Shred or Delete

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: Research and Occupational Safety
Retention: 10 years after last report or inspection
Disposition Method: Shred or Delete

Official Copy: UWB: Facility Services
Retention: 10 years after last report or inspection
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 2 years after last inspection
Disposition Method: Shred or Delete

Radiation Instrument Calibration Reports

Provides a record of instrument calibration.  Retention required by WAC 246-221-230 (9)(d) and 246-240-566.

Official Copy: Environmental Health and Safety: Radiation Safety Office
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

Other Office: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Shred or Delete

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: 5 years after end of calendar year
Disposition Method: Recycle or Delete

Rental Agreements (for Fleet Services Vehicles)

Rental agreements for departmental use of Fleet Services vehicles.  Includes agreements for short term use, application form for extended/long-term use, and requests and authorizations for overnight vehicle use.

Official Copy: Property and Transport Services:  Fleet Services
Retention: 6 years after termination of rental agreement
Disposition Method: Shred or Delete

Official Copy: UWB: Facility Services
Retention: 6 years after termination of rental agreement
Disposition Method: Shred or Delete

Official Copy: UWT: Facility Services:  Motor Pool
Retention: 6 years after termination of rental agreement
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 3 years after termination of rental agreement
Disposition Method: Shred or Delete

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: Use of University Facilities Committee (for all facilities)
Retention: 5 years after end of calendar year
Disposition Method: Recycle or Delete

Official Copy: UWT: Chancellor
Retention: 5 years after end of calendar year
Disposition Method: Recycle or Delete

Official Copy: UWB: Facilities Use Committee
Retention: 5 years after end of calendar year
Disposition Method: Recycle or Delete

Other Copy: Any Office, including sponsor
Retention: 1 year after facility used; or 1 year after request denied
Disposition Method: Recycle or Delete

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 or Delete

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 or Delete

State of Washington Vehicle Accident/Collision Report

Provides a record of accidents/collisions involving State owned motor vehicles. 

Official Copy: UW Police Department
Retention: 6 years after Calendar Year
Disposition Method: Shred or Delete

Official Copy: Property and Transport Services:  Fleet Services - for vehicles owned by Fleet Services
Retention: 6 years after Fiscal Year
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 3 years after the end of the calendar year
Disposition Method: Shred or Delete

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: 5 years after end of calendar year
Disposition Method: Shred or Delete

Training Reports (EH&S)

Listing of Environmental Health and Safety training in which departmental employees have participated. 

Official Copy: Environmental Health and Safety: Department of Administration & Finance Office
Retention: 7 years after termination of employment
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

Vehicle Files

Provides record of vehicle history for vehicles owned by office 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 vehicle. May include digital photographs of any damage to vehicle.

Official Copy: Vehicles Owned by Any Office
Retention: 6 years after disposal of asset
Disposition Method: Recycle or Delete

Other Copy: Any Office (vehicles leased from Fleet Services)
Retention: 0 years after end of lease
Disposition Method: Recycle or Delete

Voluntary Respirator Use Form

This series provides a record of employees who voluntarily use disposable filtering face-piece respirators.

Official Copy:  Any Lab
Retention:  6 years after termination of voluntary use
Disposition Method:  Shred or Delete