UW-GS 2 Environmental Health & Safety/Facilities Services Records

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-A-


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: Occupational Health and Safety Office
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

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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

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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
Disposition Method: Shred or Delete

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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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: 5 years after Database dump from Radiation Safety database
Disposition Method: Shred or Delete

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

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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

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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

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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

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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

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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

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Fleet Services-- Overnight Vehicle Use Authorization: see Rental Agreements (for Fleet Services Vehicles)


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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
Disposition Method: Shred or Delete

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

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 -H-


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 

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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

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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

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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

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Incident Reports - see Accident/Incident Reports and Fire/Incident Investigation Reports


Inspection Records - Hazardous Materials and Waste Management: see Inspection/Survey Records

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Inspection Records - Internal Safety Inspections: see Inspection/Survey Records

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Inspection Reports - Prevention and Assessment: see Inspection/Survey Records

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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

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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.

Official Copy: Any Office
Retention: 6 years after last inspection
Disposition Method: Transfer to Archives for review

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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

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-K-


Key Records--see Section 10 General Office Administration, Key Records

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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: Occupational Health and Safety Office
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

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Long-Term Rental Request Form (for Fleet Services Vehicles): see Rental Agreements (for Fleet Services Vehicles)


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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

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Monthly Dosimetry 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: 70 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

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-N-


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

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Notice of Laboratory Equipment Decontamination (UoW Form 1803): 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

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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: Occupational Health and Safety Office
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

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-R-


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
Disposition Method: Shred or Delete

Other Office: Any Office
Retention: 5 years after end of calendar year
Disposition Method: Shred or Delete

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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

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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

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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

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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

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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

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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

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Survey Records: UW Internal:  See Inspection/Survey Records: UW Internal


-T-


Temporary Food Event Form: see section 10 of the UW General Schedule under Temporary Food Event Form

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Training Reports: 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

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Van Driver Training for 15 and 12-passenger full size Vans: See UW General Schedule, Section 8 Training Records.

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Vehicle Files, UW: 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: 0 years after vehicle disposition
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

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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
 

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