What is a record?

University records include information, regardless of physical form or characteristics that have been created or received by the University of Washington.

These records may include:

  • correspondence
  • reports
  • studies
  • data
  • maps
  • drawings
  • photographs
  • email
  • audio and visual recordings
  • administrative logs or other documents whether on paper, computer (magnetic tape, disk, or hard drive), film or other media.

The State of Washington formally defines a record in RCW 40.14.010 as -

any paper, correspondence, completed form, bound record book, photograph, film, sound recording, map drawing, machine-readable material, compact  disc  meeting current industry ISO specifications, or other document, regardless of physical form or characteristics, and including such copies thereof, that have been made by or received by any agency of the state of Washington in connection with the transaction of public business, and legislative records as described in RCW 40.14.100.   

University records are public records and may not be destroyed, transferred to the University Records Center, or transferred to the University Archives without an official retention period approved by the State Records Committee.
However, please note that records pertaining to ongoing or pending audits, litigation holds, or judicial or public disclosure proceedings must not be destroyed until the issue is resolved.

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