Technology Center
UW Retention Policy Reference Guide
As a state agency, any recorded information created, received, or used by the University community is considered a record. Below you will find information regarding the retention of email, documents and files, as well as tips for improving organization and management of these items.
Quick Links
Email Retention Policy
Document and File Retention Policy
Email Retention Policy
Every University of Washington employee is responsible for email in accordance with University policy and Washington State law, RCW 40.14. Emails that are created or received to pass along information of very temporary value can be deleted immediately. Emails (or attachments) that provide a record of the function of your office need to be retained based on set retention schedules.
Examples:
You can delete emails that are transitory:
• Emails used to set-up or accept meetings
• Announcements
• Student emails with general questions
• Emails sent as reference
• Requests for information
• Preliminary drafts
• Acknowledgements
• Attachments saved elsewhere
• Emailed reports from UW systems
You should keep emails that are substantive:
• Policy and procedure directives
• University business decisions
• Legal, discipline or audit issues
• Purchases or invoices or receipts
• Final reports or recommendations
• Requests for a waiver or appeal
• Grade appeals or grievances
• Student Advising Files
• Address disciplinary and conduct issues
More information about the email policy and retention schedules
Email Best Practices
- View the Email Best Practices video from Records Management
- Review your email on a weekly or monthly basis. Delete emails that are transitory based on the University’s email retention policy and schedule.
- Unsubscribe from email lists that you no longer want or need to receive.
- Organize email with labels or folders:
- Setup rules to automatically move emails to labels or folders:
Document and File Retention Policy
As a state agency, any recorded information created, received or used by the University community is considered a record. Retention periods are approved by the State Records Committee as required by RCW 40.14.050, and are expected to be destroyed/deleted at the end of their legally-approved retention periods.
Examples:
You can delete/discard:
- Incorrect versions of documents, drafts and duplicates
- Graded student exams, papers, projects and other work that has been retrieved by the student
- Informal notifications/communications
- Requests for information
- Transmittal memos
- Electronic records or reports from:
- BI-Portal
- Curriculum Database Printouts
- DARS (Degree Audit)
- EDW
- Printouts from EARS, MyPlan, or MyGrad
- Registrar On-Demand Reports
- UW Time Schedule
Additional information on files you can delete
You should retain:
- Course syllabus and description for 6 years then transfer to University Archives
- Course materials not contained in Canvas until no longer needed plus 1 quarter
- Grade listings not contained in Canvas for 5 years after the end of the academic year
- Graded student exams, papers, projects and other work that has NOT been retrieved by the student for 1 quarter
- Record of a student’s appeal of a grade, or other grievance for 5 years after the end of the quarter in which it was resolved
- Students’ thesis or dissertation for 6 years after the degree was awarded
- Course exams and answer sheets for 6 years and then transfer to University Archives
- Student advising files for 1 year after the student is inactive or graduated
- Student reference letters for 1 year after the end of the calendar year
Search for additional files you should retain
Documents and Files Best Practices
- Review your current files/documents/records and delete those approved for deletion.
- Create a file naming convention to locate files faster:
- Use folders to organize and manage files:
