Storage/Files Management

Departmental Storage: A limited amount of space located in T-612 and T-613A are available to department staff and faculty for short-term storage.  Files/materials must be contained in lid boxes, which are readily available upon request by either visiting T-611 or e-mailing Laurie Rossnagel.

Please clearly label on the lid your/ PI’s name, study’s title (if applicable), inclusive dates (if applicable),
and a general list of what is contained in the box.  Then
e-mail Laurie Rossnagel for assigned space.

Record Retention:  With the shortage in space, files and record boxes therefore are encouraged to be retained with UW’s Record Center or archived with UW Library’s Special Collection.  State of Washington legal statute RCW 40.14.040 requires that all public records be managed through Records Retention Schedules which are reviewed annually to ensure that they are correct and complete.  All University records must fulfill their legal retention periods prior to destruction.  Please refer to the following link for retention periods, or call the Records Management Office at 206-543-7950. 
Regardless of retention period, records pertaining to ongoing or pending audits or judicial or public disclosure proceedings must not be destroyed until the issue is resolved.

http://www.washington.edu/admin/remgt/retention.schedule.html

If records are found to still be within retention period or require archiving, please fill out the following form to schedule a pick-up. This will generate a request to a member of the BNHS department staff.

However, once the retention period has lapsed, State of Washington legal statute RCW 40.14 and University of Washington regulations require the shredding/obliteration of records containing information of a proprietary, confidential or highly sensitive nature.  To eliminate the possibility of illegal or undesirable disclosure, BNHS provides for the destruction of such records by shredding.  Examples of proprietary or confidential records are student files; patient files; personnel files or records that contain Social Security numbers, student ID, bank account numbers, credit card numbers; unpatented research, etc.

Materials that may be disposed of without a specific retention period, however, are defined under UWGS 04.  This includes extra copies, hardcopy printouts from a data base, document errors, requests for information, routing slips, transmittal memos, etc. 

To request for shredding pick-up, please complete the following form. This will generate a request to a member of the BNHS department staff.

Short on time?  Work study students are available to assist in this process.  To do so, please fill out a
Work Request Form and submit it in the workroom,
T-603.