Gifts & Grants: What is the Difference? and Record Retention at UW. Faculty Brown Bag Series February 17, 2011 Gerberding Hall 142, University of Washington. Barbara Benson, Director, Records Management Services. Record retention at UW. THE HUSKY HARNESS.
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Faculty Brown Bag Series
February 17, 2011
Gerberding Hall 142, University of Washington
RECORDS COMPLIANCE IN WASHINGTON STATE
Definition and classification of public records.
As used in this chapter, the term "public records" shall include 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 Washingtonin connection with the transaction of public business.
Every record, electronic or paper, has a specific amount of time that it must be retained before it is destroyed (Records Retention Period)
Retention periods are based on state, federal, private sponsor requirements, and our administrative use of the records.
Working with the University Community, retention periods are identified by the UW Records Management Office and approved by the State Records Committee.
It is the general policy of the University to:
Public Records Requests
$100 per day per item
Fined $750,000 for not releasing records in an electronic format.
Plaintiff awarded $1.6 billion.
Coleman Holdings v. Morgan Stanley
Biomedical Treatment or Intervention (Drug, Device or Surgical Procedure/Intervention):
Research documentation and data.
Reviewed by the full IRB.
Official Copy: Principal Investigator Retention: 30 years after close of study
Non-Biomedical Treatment or Intervention (Non Drug, Device or Surgical Procedure/Intervention):
Includes surveys, blood draws, interviews, records review.
May be reviewed by the full IRB or subcommittee.
Official Copy: Principal InvestigatorRetention: 6 years after close of study
Some electronic records (especially email) have a very transitory value.
They have no administrative, legal, fiscal, or archival retention requirements and can therefore be deleted as soon as they have fulfilled their reference purpose. (See UW General Records Retention Schedule, Section 04)
Other electronic records that contain evidence of official University actions, decisions, approvals, or transactions must be retained according to an approved retention schedule.
Q: Where can I send my paper research records for storage?
A: The University Records Center provides inactive storage for paper research records which have not yet reached the end of their retention period.
Contact [email protected] for more information.
The UWMed Records Center provides inactive storage for paper research records created by the School of Medicine which have not yet reached the end of their retention period.
Contact Christine Taylor, [email protected] for more information
Q: What happens to my research records if I leave the UW?
(See GIM 37 Transfer of Research Data from the University)
A: Research Data whose retention period has expired may be transferred to another institution with the approval of the dean or his or her designee.
Research Data whose retention period has not expired must be retained, regardless of physical location, in accordance with UW General Records Retention Schedule requirements.
Lynne Chronister, Asst Vice Provost for Research & Director, OSPGifts & grants: What is the Difference?