UW-GS 10 General Office Administration Records

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-A-


Administrative System Access and UWATS (UW Alternative Toll Service) Forms: Provides a record of employees granted access to UW administrative systems or other state agency databases. (Communications, Payroll, Student Database, Financial, Accounting, Purchasing Systems, Data Warehouse, etc.) Forms are approved by the Dean or Director before being submitted to UW Technology: Administrative Applications or Registrar: Data Services. May also include correspondence.

Official Copy: Any office granting access
Retention: 2 years after termination of access
Disposition Method: Shred or Delete

Other Copy: College, School, or Department
Retention: 1 year after submission of request to office granting access
Disposition Method: Shred or Delete

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Annual Reports:  Summaries of accomplishments, goals, statistics, awards received, anticipated program needs and plans, supporting documentation, etc.

Official Copy:  Any Office
Retention:  5 years after end of reporting period
Disposition Method:  Transfer to Archives 

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Award Files: A record of achievements and special recognition for a program, department or individual. Includes monetary awards.

Official Copy: Any Office
Retention: 6 years after award presented
Disposition Method: Shred or Delete

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Award Files--Not Awarded: Comprised of material submitted regarding faculty members, graduate students, staff members, etc. nominated for one of the many awards bestowed by the University. May include application materials, curriculum material, syllabi, supporting correspondence, etc.

Official Copy: Any Office
Retention: 2 years after Academic Year
Disposition Method: Shred or Delete

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-B-


Ballots: A record of the votes cast to decide on a policy/procedure change, or to determine the outcome of a departmental choice, or to select members of a committee or representative for a specific position.  Does not include ballots relating to Tenure.

Official Copy: Any Office
Retention: 1 year after votes counted
Disposition Method: Shred or Delete

For Ballots for Appointment, Promotion or Tenure, please see Section 8, Personnel and Payroll Records

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Banquet Permit to Serve Alcohol, Authorization to Apply for: Form which provides a record of University offices who have applied for a permit to serve alcoholic beverages on campus. Includes a description of the event; date; location; and estimated attendance.

Official Copy: Chair, Use of University Facilities Committee
Retention: 6 years after end of event
Disposition Method: Recycle or Delete

Official Copy: UWT: Office of the Chancellor
Retention: 6 years after end of event
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of event
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 6 months after end of event
Disposition Method: Recycle or Delete

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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

Other Copy: College/School or Department
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

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Building Leases: Documents the legal, management and financial actions taken when the UW is the tenant/Grantee for property leases for UW use.

Official Copy: UW Real Estate Office
Retention: 6 years after Termination of Lease
Disposition Method: Transfer to Archives
 

Other Copy: College/School or Department
Retention: 1 year after Lease expires
Disposition Method: Shred or Delete

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Calendars, Appointment Books, Daily Schedules, Telephone Logs: A record of UW-related appointments, schedules, meetings, visitors and routine phone call logs. 

Official Copy: Any Office
Retention: 2 year after end of calendar year
Disposition Method: Recycle or Delete

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Committees/Councils/Teams/Faculty and Staff Meetings: A record of actions and decisions of committees, councils, faculty and staff meetings.  Includes minutes, agendas, notes, reports, etc.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to Archives for review

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Correspondence: Written communications between/within UW offices/departments and other UW offices/departments or non-UW entities. 

Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review  

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Data Collection Form:  Provides a record of data received on a paper form or log that is used for data entry into a database. May include financial data, research data, employee information, surveys, questionnaires, student information, etc.

Official Copy: Any Office
Retention: 6 months after data entry and verification
Disposition Method: Shred or Delete

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Donor Files: Provides information regarding donor prospects gathered for the purpose of soliciting gifts or funds for the University. Documents the relationship between the college/school/department/office and individual donor, corporate donor, or foundation. May include profiles, donation information, correspondence, annual reports, newspaper clippings, etc.

Official Copy: Any Office
Retention: Until Superseded
Disposition Method: Shred or Delete

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-E-


Equipment Information Cards (Orange Cards) and Asset Control Sheets: A record of equipment added to a department's inventory.
NOTE: Orange cards are completed by a department and sent to the Equipment Inventory Office. Asset Control Sheets are produced by Equipment Inventory with information from Procurement Services regarding newly purchased equipment for which the Equipment Inventory Office has not received an Orange Card. Information regarding equipment is also entered into OASIS. 

Official Copy: Equipment Inventory Office
Retention:
Orange Cards - 6 years after card received;
Asset Control Sheets - 6 years after end of fiscal year;
OASIS - 6 years after sale or deletion of equipment
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until Equipment Inventory Report is verified
Disposition Method: Recycle or Delete

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Equipment Inventory Database: Provides a record of all equipment owned by an office or department. This information is kept electronically and tracks the location and status of the equipment. The database contains items not found in the Equipment Inventory Office's database.

Official Copy: Any Office
Retention: 6 years after surplus of equipment
Disposition Method: Recycle or Delete

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Equipment Inventory Reports (Physical Inventories): A record of UW-owned and federally-owned equipment held or deleted by departments.
NOTE: Inventory is updated annually by a department and recorded by the Equipment Inventory Office. 

Official Copy: Equipment Inventory Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until superseded by updated and approved Equipment Inventory Report
Disposition Method: Recycle or Delete

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Equipment Maintenance/Service Reports: A record of equipment maintenance and repair. May include work performed by other UW units, work performed by outside companies under a service agreement with a UW department or work performed by outside companies not under a service agreement. Does not include medical equipment. 

Official Copy: Any Office
Retention: 6 years after service date
Disposition Method: Recycle or Delete

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-G-


General Faculty Organization Meetings: see Committees/Councils/Teams/Faculty and Staff Meetings


-H-


History Files: Documentation of the history and development of an office, program, event or course. May include photographs, videotapes, newsletters, course descriptions, syllabi and bibliographies, sample examinations, etc.

Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives  

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-I-


Incident Reports: Internal departmental reports of facility damage, theft of UW property, etc., when no claim has been filed.
NOTE: This is not the official UW Police "Incident Report" or "Accident/Incident Report" (injuries). 

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

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Insurance: A record of insurance policies for property such as scientific instruments, equipment or fine art.  May include correspondence, photographs, policies and claims. Includes documentation and policies pertaining to special insurance needs.

Official Copy: Risk Management
Retention: 6 years after termination or renewal of policy
Disposition Method: Transfer to Archives for review

Other Copy: Any Office
Retention:6 years after termination or renewal of policy
Disposition Method: Transfer to Archives for review 

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Invention Disclosure Package: Confidential material on new patents awarded to UW. Provided by Office of Technology Licensing to Dean/Chair of inventor's College/School or Department. May include copies of disclosure letter, invention power of attorney and assignment of rights, UW patent form, etc.

Official Copy: College/School or Department
Retention: administrative purpose served
Disposition Method: Transfer to Archives for review 

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-L-


Litigation Evidence Files: Material held for on-going litigation to which an office is a party. Generated as duplicates of materials found in existing record series. May include correspondence, financial records, personnel folders, etc. 

Official Copy: Any Office
Retention: 6 years after termination of litigation
Disposition Method: Shred or Delete

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Litigation Files: Material created specifically in response to litigation. May be in the form of background material, evidence files, correspondence, meeting minutes, reports, statistics, etc. 

Official Copy: Any Office
Retention: 10 years after termination of litigation
Disposition Method: Shred or Delete

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Lost and Found Records: Logs documenting the date, the item lost/found, name of who lost/found, claimant name of who claimed, and the method of disposal for any unclaimed items.   

Official Copy: Any Office
Retention: 6 months after the end of the month
Disposition Method: Recyle or Delete

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-M-


Model Release Forms: An agreement between an individual and the University of Washington granting the University rights to photographs, video, or to produce recordings of an individual.

Official Copy: Any Office
Retention: 6 years after publication or video no longer in use
Disposition Method: Shred or Delete

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Monthly/Quarterly Reports: Summaries of monthly and quarterly activity or project/program status. May include statistics.

Official Copy: Any Office
Retention: 3 years after end of month
Disposition Method: Transfer to Archives for review  

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-O-


Organization Charts and Listings: Records of a department's organizational structure or its relationship to other offices and departments. May delineate lines of responsibility, chain of command, etc. 

Official Copy: Any Office
Retention: until superseded
Disposition Method: Transfer to Archives  

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-P-


Photos, Slides, Videotapes, Audiotapes: Multi-media record, including web content and social media content, of events, people, facilities and activities. Used for promotional or instructional purposes, or to document events, etc.

Official Copy: Any Office
Retention: administrative purpose served
Disposition Method: Transfer to Archives for review  

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Planning/Project Files: Documentation of long-range goal setting and long-range planning for both special projects and general office operations. May include statistics, correspondence, notes, reports, budget information, etc. 

Official Copy: Any Office
Retention: 5 years after calendar year
Disposition Method: Transfer to Archives for review  

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Policies and Procedures: Records of the establishment of policies and procedures. May include background material and drafts, manuals, directives, etc. 

Official Copy: Any Office
Retention: until superseded
Disposition Method: Transfer to Archives  

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Property Activity Requests: A record of the disposition of equipment from a department - either through surplus, transfer, or sale. May include State of Washington documentation. 

Official Copy: Equipment Inventory Office
Retention 6 years after sale, transfer or deletion of equipment
Disposition Method: Recycle or Delete

Official Copy: Property and Transportation Services:  Moving and Surplus
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Official Copy: UWB: Budget and Planning
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Official Copy: UWT: Facilities Services
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

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

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Public Records Requests: Official notice sent by the Office of Public Records and Open Meetings to a UW department requesting records needed for disclosure. 

Official Copy: Office of Public Records and Open Meetings
Retention: 6 years after end of month
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 2 years after end of calendar year
Disposition Method: Shred or Delete

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Publications Production Records: Documentation of the production of materials for publication by department or program. May include rough drafts and working materials for brochures, flyers, announcements, reports, newsletters, etc.
NOTE: For all other types of publications, please see section 11 of the General Records Retention Schedule

Official Copy: Any Office
Retention: 3 years after date of publication; transfer one copy of final publication to the University Archives
Disposition Method: Recycle or Delete

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-Q-


Quarterly Reports: A quarterly record of departmental activities, achievements, etc. May include statistics. 

Official Copy: Any Office
Retention: 3 years after end of quarter
Disposition Method: Transfer to Archives for review  

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-R-


Records Center Storage Documentation: Provides UW offices with information regarding boxes/records stored at the University Records Center. Includes the following: Storage Request form - form used by UW offices to request storage of records at the Records Center; Accession Confirmation - listing of records from Storage Request form with corresponding Records Center box location codes; Disposition Notification - form signed by UW offices used to authorize Records Center disposition of boxes which have passed their approved retention period. 

Official Copy: Records Management Services
Retention: 6 years after disposition of last record
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 3 years after disposition of last record on any particular Accession Confirmation
Disposition Method: Recycle or Delete

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Records Retention Schedules: Listing of unique records created or received by UW offices and the State-approved retention period for each series. 

Official Copy: Records Management Services
Retention: 1 year after disposal of last record
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until superseded
Disposition Method: Recycle or Delete

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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

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Room Assignment Requests: A record of requests from departments for the assignment of classrooms, meeting or conference rooms. 

Official Copy: Registrar: Time Schedule and Room Assignment Office
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete

Official Copy: UWB: Student Affairs
Retention: 1 year after end of quarter
Disposition Method: Recycle or Delete

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

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-S-


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.

Official Copy: Any Office
Retention: 10 years after end of search
Disposition Method: Transfer to Archives for review

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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.

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

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Shredding/Recycling Log: Log used to track records which have been disposed of either by shredding or recycling. Includes name of record, authorization, dates of material, and date recycled or shredded.

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

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Space Survey: Annual inventory of space assigned to each department, with functional designations for each room or area. 

Official Copy: Capital Resource Planning
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives 

Official Copy: UWT: Chancellor
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives

Official Copy: UWB: Administrative Services
Retention: 10 years after end of calendar year
Disposition Method: Transfer to Archives

Other Copy: Any Office
Retention: until superseded by next completed survey
Disposition Method: Recycle or Delete

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Staff and Faculty Meetings: see Committees/Councils/Teams/Faculty and Staff Meetings


Statistics: Compiled information used to document office functions, activities, and accomplishments.

Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review 

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Subject Files: Files arranged alphabetically by topic for subjects of relevance to the work of an office. May include correspondence, memos, reports, statistics, etc. 

Official Copy: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Transfer to Archives for review  

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Subpoenas: Legal document requiring recipient to appear in court to testify, or to produce records to be used in litigation.

Official Copy: Any Office
Retention: 6 years after case closed/records produced
Disposition Method: Shred or Delete

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Surveys/Questionnaires: Individual responses to surveys or questionnaires. 

Official Copy: Any Office
Retention: 1 year after results compiled
Disposition Method: Shred or Delete

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Survey/Questionnaire Reports: A summary record of the compiled responses to surveys or questionnaires. Includes blank sample survey form and report of results. 

Official Copy: Any Office
Retention: 3 years after end of calendar year
Disposition Method: Transfer to Archives for review  

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-T-


Technical System Documentation: Documentation of computer systems or databases used by an office, either developed in-house or by a contracted system developer. May include operator's manual, general description of design, system definition, project work plan, design detail, file layout, establishment of programs, reports listing and data dictionary. This series is for unique systems/databases only, and does not include or apply to over-the counter software/database packages. 

Official Copy: Any Office
Retention: 6 years after system replaced/no longer used
Disposition Method: Shred or Delete

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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
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 3 months after event
Disposition Method: Recycle or Delete

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Training Materials: Brochures, slides, videos, overheads, hand-outs and other training materials used by office/departments for employee training sessions. 

Official Copy: Any Office
Retention: 2 years after training session no longer presented
Disposition Method: Recycle or Delete

For records regarding Training and participation, please see section 8, Personnel and Payroll Records, Training Records.

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-U-


University Committee Meetings: see Committees/Councils/Teams/Faculty and Staff Meetings


University of Washington Award Nomination Files - Recipients:  see Award Files


University of Washington Award Nomination Files - Denied:  see Award Files--Not Awarded


-W-


WAC Files: Record of drafts, hearings, justification statement and other documents related to, and documenting, the development and enactment of official rules and regulations for inclusion in the Washington Administrative Code. 

Official Copy: Rules Coordination Office
Retention: 6 years after rule is superseded
Disposition Method: Transfer to Archives for review

Other Copy: Any Office
Retention: 6 years after rule is superseded
Disposition Method: Shred or Delete

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