University Records Retention Schedules

Safety Records

Note: Unless otherwise stated in the schedule, retention and disposition for other copies of records is “retain until administrative purpose served, then destroy.”

Accident/Illness Prevention Program


Intended to reduce work hazards, promote well-being of personnel and lower industrial accidents. Note: This series includes, but is not limited to, Distancing and Disinfection Plans.

Official Copy: Campus Environmental Health & Safety (EHS)

Retention and Disposition: Retain until superseded, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain until superseded, then destroy.

DAN 11-12-63617 Rev. 1 (Safety Records)

Accidents/Incidents–No Claim Filed (Age 18 and Older)


Records relating to accidents/incidents involving individual(s) age 18 and older, and where claims for damages are not filed. Includes, but is not limited to reports and investigations.

Excludes accidents and incidents involving hazardous materials.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after date of incident, then destroy.

Other Copies: Risk Management

Other Copies Retention and Disposition: Retain for 3 years after date of incident, then destroy.

DAN GS 18008 (Safety Records)

Accidents/Incidents–No Claim Filed (Under Age 18)


Records relating to accidents/incidents involving individual(s) younger than age 18 and older, and where claims for damages are not filed. Includes, but is not limited to reports and investigations.

Excludes accidents and incidents involving hazardous materials.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after individual reaches age 18, then destroy.

Other Copies: Risk Management

Other Copies Retention and Disposition: Retain for 3 years after individual reaches age 18, then destroy.

DAN GS 18007 (Safety Records)

Air Operating Permit Reports and Data


Provides a record of monthly, semi-annual, and annual reports for air emission sources, as required by the Washington Department of Ecology (DOE). (WAC 173-401, and RCW 70.94) Note: Length of retention for this records series is in accordance with WAC 173-401-615(2)(c).

Official Copy: Department that operates an air emission source permitted facility.

Retention and Disposition: Retain for 5 years after date of report or date of measurement, then destroy.
Other Copies: EHS

Other Copies Retention and Disposition: Retain for 5 years after date of report or date of measurement, then destroy.

DAN 00-07-59786 Rev. 1 (Safety Records)

Animal Medical and Laboratory Records Files


Records related to animal testing and treatment at WSU, including, but not limited to, record of requested testing, treatment, and Washington Animal Disease Diagnostic Laboratory (WADDL) reports of sick, injured, or deceased animals. Includes:

  • Veterinary Medical Service Request,
  • Treatment sheets;
  • Clinical pathology reports;
  • Laboratory test results;
  • WADDL laboratory worksheets;
  • Necropsy (post-mortem) information;
  • Bacteriology examinations; and
  • Fecal tests conducted by WADDL.
Also includes all documents contained in the Vet Teaching Hospital (VTH) patient record for VTH patients from both outside and inside WSU, and pertinent components of animal records used for VTH research.

Official Copy: Office of the Campus Veterinarian; WADDL; Veterinary Teaching Hospital (VTH)

Retention and Disposition: Retain for 7 years after end of calendar year, then destroy.

DAN 99-08-59215 Rev. 2 (Safety Records)

Biological Safety Cabinet Evaluation and Monitoring


Provides a record of evaluation, certification, and monitoring of biological safety cabinets. (32CFR627.7(g))

Official Copy: Any Department; Principal Investigator

Retention and Disposition: Retain for 3 years after end of fiscal year, then destroy.

DAN 00-08-59866 (Safety Records)

Bloodborne Pathogen Program Records


Provides a record of bloodborne pathogen safety training. (29CFR1910.1030(h)(2)(ii))

Official Copy: Campus EHS

Retention and Disposition: Retain for 3 years after date of training, then destroy.

Other Copies: WSU Children's Center

Other Copies Retention and Disposition: Retain for 3 years after date of training, then destroy.

DAN 00-08-59867 (Safety Records)

Chemical Collection Request


Provides a record of recycled or disposed of hazardous chemical wastes. Note: Length of retention is in accordance with WAC 173-303-210.

Official Copy: Campus EHS

Retention and Disposition: Retain for 5 years after end of calendar year, then destroy.

Other Copies: Any Department

DAN 11-12-63620 Rev. 1 (Safety Records)

Chemical Exposure Records


Provides a record of the chemical identity and exposure levels, employee names, locations, and tasks. (WAC 296-802)

Official Copy: Campus EHS

Retention and Disposition: Retain for 70 years after end of calendar year, then destroy.

Other Copies: Any Department

DAN 10-12-62314 (Safety Records)

Chemical Spill Management Records


Documents chemical spill management activity. Includes information about type and amounts of chemicals spilled, any applicable reporting to authorities, any illnesses or injuries as a result of the spill, respondent training, access to medical surveillance, and preventative measures taken. The area performing the spill control maintains records.

Note: In case of employee exposure or potential exposure, the applicable records are transferred and retained under the records series Chemical Exposure Records (DAN 10-12-62314).

Official Copy: Any Department; Campus EHS; WSU Everett Facilities

Retention and Disposition: Retain for 30 years after activity, then destroy. (Essential)

DAN 11-12-63619 Rev. 1 (Safety Records)

Compost and Solid Waste Handling Facility Records


Permits issued by the Whitman County Department of Health to maintain compost and solid waste handling facilities and records of inspections of the University's compost and solid waste handling facilities. Requirement to retain records and length of retention is in accordance with WAC 173-350-220(6)(d).

Official Copy: Facilities Services

Retention and Disposition: Retain for 5 years after permit termination date or 5 years after end of calendar year of inspection, then destroy.

Other Copies: Campus EHS

DAN 10-12-62325 Rev. 4 (Safety Records)

Controlled Substance Card


Provides a record of type, size of container, amounts and dates distributed. One card is maintained for each bottle of controlled substance held at the registered location. Card information is periodically copied into the Controlled Substance Logbook (DAN 99-08-59224).

Official Copy: Controlled Substance Registrant

Retention and Disposition: Retain for 2 years after bottle emptied, then destroy.

DAN 99-08-59225 Rev. 1 (Safety Records)

Controlled Substance Logbook


Provides a record of addition and distribution of controlled substances. Includes what controlled substance is used for, who it was signed out to, running inventory, and a copy the of file card information kept on each bottle of drug on hand.

Official Copy: Controlled Substance Registrant

Retention and Disposition: Retain for 2 years after end of fiscal year in which book completed, then destroy.

DAN 99-08-59224 Rev. 1 (Safety Records)

Controlled Substance Purchase and Tracking Records


Provides a record of the purchase and tracking of controlled substances used in animal care and research. Includes records of:

  • Controlled substance purchases for reporting the purchases to the Drug Enforcement Administration (DEA);
  • Annual inventory of controlled substances on hand in all Office of the Campus Veterinarian facilities;
  • Sales and distribution of controlled substances from the Office of the Campus Veterinarian to WSU animal care facilities (including type, strength, and volume of controlled substance, who delivered, and who received).
Official Copy: Controlled Substance Registrant

Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 99-08-59219 Rev. 1 (Safety Records)

COVID-19 Vaccination Status Verification Records


Records documenting the University's compliance with its process for verifying the COVID-19 vaccination status of its employees.

Includes, but is not limited to:

  • Attestations relating to vaccination status;
  • Lists/logs of employees documenting the verification of their vaccination status;
  • Evidence of COVID-19 vaccinations (only if captured/retained by agency).
Excludes records covered by Policies and Procedures–Administrative Functions (DAN GS 09028).

Official Copy: Any Department

Retention and Disposition: Retain until admin. purpose served, the destroy.

DAN GS 03058 Rev. 1 (Safety Records)

Departure Notice


Notifies the Radiation Safety Office and/or Environmental Health and Safety Office of an impending departure of a user of hazardous and/or radioactive chemicals or materials. Includes, but is not limited to:

  • Area Evaluation/Release form (WSU 1449)
  • Departure Notice (WSU 1448)
Official Copy: Radiation Safety Office; EHS

Retention and Disposition: Retain for 2 years after termination of employment, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 1 year after termination of employment, then destroy.

DAN 11-12-63544 Rev. 1 (Safety Records)

Drinking Water Chlorination Reports


Provides a record of chlorination levels in public water systems. Requirement to retain records and length of retention is in accordance with DOH rules, WAC 246-290-480(1)(g).

Official Copy: Facilities Services

Retention and Disposition: Retain for 3 years after end of calendar year, then destroy.

Other Copies: Campus EHS

DAN 00-07-59788 Rev. 4 (Safety Records)

Drinking Water System Plan


Provides a record of strategic and comprehensive plans for the administration, reorganization, and/or operation of WSU-controlled drinking water systems. Note: Length of retention in accordance with WAC 246-290-100(10). Applicable system criteria specified in WAC 246-290-100(2).

Official Copy: Facilities Services

Retention and Disposition: Retain for 6 years after superseded or system no longer meets WAC criteria, then transfer to Archives for appraisal and selective retention. (Archival; Essential)

Other Copies: Campus EHS

Other Copies Retention and Disposition: Retain for 6 years after superseded or system no longer meets WAC criteria, then destroy.

DAN 10-12-62319 (Safety Records)

Drinking Water Systems Surveys and Special Purpose Investigation Reports


Provides a record of inventory of WSU public water systems issued by the DOH. Includes comprehensive system evaluations, source meter readings, and sanitary surveys. Requirement to retain records and length of retention is per DOH rules, WAC 246-290-480(1)(a) and WAC 246-290-485.

Official Copy: Facilities Services

Retention and Disposition: Retain for 10 years after end of calendar year, then destroy.

Other Copies: Camus EHS

DAN 00-07-59789 Rev. 3 (Safety Records)

Driver Required Documentation


Provides a record of driver and manager/supervisor acknowledgment of risks, responsibilities, and recommended safe driving practices for operating passenger vehicles. Includes DES Authorized Driver Acknowledgement Form.

In addition, the following documentation is required for drivers of full-size vans:

  • DES Safe Van Driving Practices Acknowledgement Statement
  • DES Valid License to Drive and Driving Experience Statement
Official Copy: Any Department

Retention and Disposition: Retain for 3 years after termination of WSU affiliation, then destroy.

DAN 11-12-63633 Rev. 2 (Safety Records)

Driver Required Documentation–Drivers Who Drive Minors


Provides a record of driver and manager/supervisor acknowledgment of risks, responsibilities, and recommended safe driving practices for operating passenger vehicles for drivers who drive minors (individuals under 18 years of age). Includes DES Authorized Driver Acknowledgement Form.

In addition, the following documentation is required for drivers of full-size vans who drive minors:

  • DES Safe Van Driving Practices Acknowledgement Statement
  • DES Valid License to Drive and Driving Experience Statement
Official Copy: Any Department

Retention and Disposition: Retain for 21 years after termination of WSU affiliation, then destroy.

DAN 11-12-63634 Rev. 2 (Safety Records)

Drug Enforcement Administration (DEA) Report


Provides a record of the retention and disposition of drugs used in animal care and testing.

Official Copy: Controlled Substance Registrant

Retention and Disposition: Retain for 2 years after report submitted, then destroy.

DAN 99-08-59222 Rev. 1 (Safety Records)

Entry/Exit Logs–Facilities (COVID-19 Checks/Logs)


Records documenting COVID-19-related checks/logs of staff and visitors to University facilities, such as: wellness/temperature checks, contact details captured solely for tracing purposes, and records relating to contact tracing by the University.

Official Copy: Any Department

Retention and Disposition: Retain until admin. purpose served, then destroy.

DAN GS 25009 (Safety Records)

Fall Protection Work Plan


Documents actions taken to prevent falls. Required of persons when working ten or more feet above the ground, water surface or the level below.

Official Copy: Campus EHS

Retention and Disposition: Retain for 1 year after end of fiscal year, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain until completion of work, then destroy.

DAN 11-12-63622 (Safety Records)

First Aid / Cardiopulmonary Resuscitation (CPR) / Automated External Defibrillator (AED) Training Records


Provides a record of first aid, and CPR/AED training including class rosters and training exam results.

Official Copy: University Recreation; Campus EHS

Retention and Disposition: Retain for 5 years after date of training, then destroy.

Other Copies: WSU Children's Center; American Red Cross

DAN 00-08-59834 Rev. 1 (Safety Records)

Food Service Establishment Inspection Reports


Provides a record of EHS or local area health department inspections of WSU food service facilities for cleanliness and safety. (WAC 246-215) (Also see Food Service Establishment Permits, DAN #00-07-59784.)

Official Copy: Campus EHS

Retention and Disposition: Retain for 6 years after date of inspection, then destroy.

Other Copies: Department that operates a food service establishment.

DAN 00-07-59783 Rev. 1 (Safety Records)

Food Service Establishment Permits


Authorizes WSU to operate food service establishments. Permits are issued by the Whitman County or local area health department. EHS is authorized by the Whitman County Health Department to administer the food safety program in Whitman County. (WAC 246-215) (Also see Food Service Establishment Inspection Reports, DAN #00-07-59783.)

Official Copy: Department that operates a food establishment.

Retention and Disposition: Retain for 3 years after termination of permit, then destroy.

Other Copies: Campus EHS

Other Copies Retention and Disposition: Retain for 1 year after termination of permit, then destroy.

DAN 00-07-59784 Rev. 1 (Safety Records)

Food Worker Authorizations


Electronic database which provides University copy of authorizations from the Whitman County Health Department to University food service employees to handle food. The Whitman County Health Department issues a food worker card to each authorized employee. (WAC 246-217, WAC 170-295-3170)

Official Copy: EHS (Pullman)

Retention and Disposition: Retain for 5 years after date of issue, then destroy.

Other Copies: Dining Services; WSU Children's Center; Employee

Other Copies Retention and Disposition:

  • Dining Services; WSU Children's Center - Retain until termination of employment or until superseded, then destroy.
  • Employee - Retain paper card until administrative purpose served.
DAN 10-12-62316 Rev. 1 (Safety Records)

Greenhouse Gas Emission Data and Reports for EPA


Provides a record of greenhouse gas emission data and reports gathered by the University and submitted to the EPA. Requirement to retain records is in accordance with EPA regulations under 40 CFR Part 98 Subpart A. Length of retention is in accordance with EPA regulations, 40 CFR 98.3(g).

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after end of calendar year, then destroy.

Other Copies: Campus EHS

DAN 11-02-62418 (Safety Records)

Hazard Communication Program


Provides a record of department written hazard communication programs and lists of hazardous chemicals present in the workplace. Program is updated as needed to reflect current chemical use.

Official Copy: Any Department

Retention and Disposition: Retain until superseded, then destroy. (Essential)

DAN 11-12-63624 (Safety Records)

Hazard Notification (WSU 1247)


Reports of safety hazards or unsafe practices.

Official Copy: Campus EHS

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 11-12-63625 (Safety Records)

Hazardous Materials Shipping Papers


Provides a record of the shipment of dangerous goods that are not waste materials. Includes date of acceptance by the initial carrier or date on the shipment waybill, airbill, or bill of lading, shipping name, identification number, quantity transported, and date of shipment. May include Dangerous Goods Declarations.

Records retention is in accordance with 49CFR172.201(e).

Official Copy: Any Department

Retention and Disposition: Retain for 2 years after date of shipment, then destroy.

DAN 11-12-63627 (Safety Records)

Incident Report (WSU 1131)


Used to report injury, illness, or workplace incident involving WSU personnel or third parties (e.g., student, off-duty employee, visitor, volunteer).

Official Copy: HRS Benefits

Retention and Disposition: Retain for 6 years after claim resolved, then destroy. (Essential)

Other Copies: Campus EHS; Safety Committee

Other Copies Retention and Disposition:

  • Campus EHS - Retain for 6 years after end of calendar year, then destroy.
  • Safety Committee - Retain for 2 years after end of fiscal year, then destroy.


DAN 11-12-63628 (Safety Records)

Industrial Accident Witness Statement


Used by a witness to provide a written account of an accident involving WSU personnel.

Official Copy: HRS Benefits

Retention and Disposition: Retain for 6 years after end of fiscal year, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 11-12-63631 (Safety Records)

Laboratory and Clinic Safety Program Records


Provides a record of laboratory and clinic safety programs. Includes, but is not limited to, safety audits; logs regarding mechanical, chemical, and biological monitoring of equipment (e.g., autoclaves, refrigerators); training; and reports. (32CFR627.7(g))

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after end of calendar year, then destroy.

Other Copies: Any Department

DAN 00-08-59871 Rev. 1 (Safety Records)

Medical Surveillance Files


Provides a record of the physical condition of certain university employees over time; provides health benchmarks and data regarding possible exposures.

Official Copy: HRS (bloodborne pathogen medical surveillance); EHS (Pullman) (asbestos and lead medical surveillance)

Retention and Disposition: Retain for 70 years after end of calendar year, then destroy. (Essential)

DAN 10-12-62323 (Safety Records)

Notice of Construction Permits for New Air Emission Sources


Provides a record of permits required by Washington DOE in order to obtain an Air Operating Permit for construction and operation of new air emission sources.

Requirement to retain records in this series is in accordance with WAC 173-400-110. Cutoff is in accordance with valid period of the permit, as per the Air Quality Notice of Construction (NOC) Permit section of the DOE and Washington State Governor's Office of Regulatory Assistance Environmental Permit Handbook.

Official Copy: Department that operates an air emission source permitted facility.

Retention and Disposition: Retain for 5 years after life of facility, then destroy.

Other Copies: Campus EHS

Other Copies Retention and Disposition: Retain for 5 years after life of facility, then destroy.

DAN 00-07-59787 Rev. 1 (Safety Records)

Nuclear Reactor Facility Records


Provides records of the operation, maintenance, and monitoring of WSU's nuclear reactor facility. Primary documentation includes records of radiation surveys, radiation exposures, and radioactive releases, and nuclear facility drawings. Secondary copy documentation includes reactor operations logs, maintenance logs, abnormal occurrence logs, radioactive material transfers, and irradiation records. (Primary copies of nuclear facility drawings are held by Facilities Services.)

Note: This records series does not include reactor fuel records (see DAN 89-02-43760, held by the Nuclear Science Center).

Official Copy: Nuclear Science Center; Facilities Services
(facility drawings)

Retention and Disposition: Retain for 10 years after facility ceases operation, then transfer to Archives for appraisal and selective retention. (Archival)

Other Copies: Nuclear Science Center

Note: Secondary copy documentation includes reactor operations logs, maintenance logs, abnormal occurrence logs, radioactive material transfers, and irradiation records. (Primary copies of nuclear facility drawings are held by Facilities Services.)

DAN 16-06-68983 (Safety Records)

On-Site Sewage System Permits


Provides a record of permits issued by local health jurisdictions for on-site disposal of sewage. Records retention requirement in accordance with WAC 246-272A-0200 and WAC 346-272B-02700.

Official Copy: Facilities Services

Retention and Disposition: Retain for 3 years after life of system, then destroy.

Other Copies: Campus EHS

DAN 00-07-59785 Rev. 3 (Safety Records)

Radiation Safety Records


Provides various records regarding the University departmental use of radioactive materials and machines. Includes, but is not limited to:

  • Records of use applications, authorizations, assignments and protection;
  • Radioactivity exposure hazard acknowledgments, history, and monitoring;
  • Incidents and accidents;
  • Air, water, and solid waste documentation;
  • Equipment registrations and maintenance; and
  • Shipment and delivery records.
Length of retention is in accordance with WAC 246-221-230(7).

Official Copy: Radiation Safety Office; Any Department

Retention and Disposition: Retain for 30 years after termination of WSU radioactive materials license, then destroy.

DAN 16-06-68984 Rev. 1 (Safety Records)

Registered Pesticide Application Records


Provides a record of the application of registered pesticides for registered uses by all licensed University applicators and all University personnel applying pesticides to more than one acre of agricultural land in a calendar year. Includes Washington State Department of Agriculture (WSDA) recordkeeping forms or departmentally-designed recordkeeping forms and WSDA approval letters.

Note: Length of retention is in accordance with WAC 16-228-1320(3).

Official Copy: Any Department

Retention and Disposition: Retain for 7 years after date of application, then destroy.

DAN 11-02-62360 (Safety Records)

Respirator Program Records


Provides a record of authorization for respirator use based on any employee medical conditions requiring prior physician approval, workplace/hazard exposure information, respirator selection, respirator fit-testing, and employee training for respirator use. Includes Respirator Authorization/Respirator Fit-Testing & Training Record and copies of written responses by physician/licensed health care practitioners to Labor & Industries medical questionnaires. (WAC 296-842, WAC 296-802)

Official Copy: Campus EHS

Retention and Disposition: Retain for 70 years after end of calendar year, then destroy.

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 2 years after superseded, then destroy.

DAN 10-12-62324 Rev. 1 (Safety Records)

Safety and Fire Inspection Checklist


Used to conduct self-inspection of department/work area.

Note: Any problems found are reported to the applicable supervisors and Environmental Health and Safety (EHS) using Self-Inspection Worksheet or Hazard Notification forms.)

Official Copy: Any Department

Retention and Disposition: Retain until superseded, then destroy.

DAN 11-12-63636 Rev. 1 (Safety Records)

Safety Data Sheets (SDS) / Allowed Substitute Records


Safety data sheets (SDS) or allowed substitute records identifying hazardous chemical(s) by the chemical and common name(s) and listing all ingredients which have been determined to be health hazards in accordance with WAC 296-901-14014.

Note for WSU purposes: In case of employee exposure or potential exposure, the applicable SDS is transferred and retained under the records series Chemical Exposure Records (DAN 10-12-62314).

Note 1: Safety Data Sheets were known as Material Safety Data Sheets prior to May 2014.

Note 2: Retention based on 30-year requirement for Safety Data Sheets as exposure records (WAC 296-800-180).

Official Copy: Any Department

Retention and Disposition: Retain for 30 years after superseded or 30 years after chemicals covered by record are no longer used, then destroy. (Essential)

DAN GS 09017 Rev. 3 (Safety Records)

Safety Drills/Disaster Recovery Exercise


Records relating to University fire/safety drills and disaster recovery exercises.

Note: The department sends a copy of the documentation to the Office of Emergency Management (OEM).

Official Copy: Any Department

Retention and Disposition: Retain for 6 years after date of drill or exercise, then destroy.

Other Copies: Office of Emergency Management

DAN GS 25002 Rev. 1 (Safety Records)

Safety Orientation Checklist (WSU 1249)


Documents review of safety procedures.

Official Copy: Any Department

Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 11-12-63640 (Safety Records)

Self-Inspection Worksheet


Documents findings and corrective actions resulting from self-inspection of the work area.

Official Copy: Campus EHS

Retention and Disposition: Retain for 6 years after end of fiscal year, then transfer to Archives for appraisal and selective retention. (Archival)

Other Copies: Any Department

Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 11-12-63641 (Safety Records)

State and Higher Education Hazardous Waste Contracts


Provides a record of contracts for hazardous waste disposal and/or treatment. This series includes contracts between:

  • WSU and environmental disposal companies for hazardous waste disposal;
  • The state of Washington and ETSC, Inc. (not an acronym), a hazardous waste disposal facility, for reactive waste treatment for state higher education facilities; and
  • The state of Washington and hazardous waste disposal companies or vendors for hazardous waste treatment for state facilities.
(Retention period length requested per liability as discussed in 40CFR35.6015, 40CFR35.6705, 42USC103.9603 and 42USC103.9607.)

Official Copy: Campus EHS

Retention and Disposition: Retain for 50 years after termination of contract, then destroy.

Other Copies: Controller's Office

Other Copies Retention and Disposition: Retain for 6 years after termination of contract, then destroy.

DAN 00-07-59776 Rev. 1 (Safety Records)

State Wastewater Discharge Permit Reports


Provides a record of Washington State Department of Ecology (Ecology)-required reports for disposal of wastewater. (WAC 173-216) Length of retention is in accordance with WAC 173-220-210(2)(c)).

Official Copy: Facilities Services

Retention and Disposition: Retain for 3 years after end of calendar year, then destroy.

Other Copies: Campus EHS

DAN 00-07-59793 Rev. 1 (Safety Records)

Sterilization Equipment Logs


Provides a record of sterilization equipment (e.g., autoclaves) monitoring to ensure no bacterial growth from the equipment. Log information may include, but is not limited to:

  • Chemical and biological indicator test results;
  • Sterilizer maintenance and wrapping;
  • Load numbering of packs.
Length of retention is in accordance with WAC 246-145-030.

Official Copy: Any Department

Retention and Disposition: Retain for 3 years after end of calendar year, then destroy.

Other Copies: Any Department

DAN 17-06-69108 Rev. 1 (Safety Records)

Stormwater Permit Files


Department of Ecology monitoring data and permits to discharge stormwater associated with construction site and municipal activities. Includes Construction Stormwater Permits and Eastern Washington Phase II Municipal Stormwater Permits. Requirement to retain records is in accordance with DOE rules, WAC Chapter 173-226, and length of records retention as specified in WAC 173-226-090(2)(c).

Official Copy: Campus Facilities Services (construction); Campus EHS (municipal)

Retention and Disposition: Retain for 5 years after end of calendar year, then destroy.

DAN 00-07-59794 Rev. 2 (Safety Records)

Supervisor's Accident Investigation Report (WSU 1246)


Records accident investigation by supervisor.

Official Copy: Campus EHS

Retention and Disposition: Retain for 5 years after end of calendar year, then destroy.

Other Copies: Safety Committee; Any Department

Other Copies Retention and Disposition: Retain for 2 years after end of fiscal year, then destroy.

DAN 11-12-63643 (Safety Records)

Swimming Pool Records


Includes the following records required under DOH rules in accordance with WAC 246-260:

  • Permits allowing the University to operate swimming pools (WAC 246-260-101(3)(a))
  • Water quality data and samples; swimming pool sanitation inspections; and safety and water quality surveys performed by EH&amps;S.
Length of retention is in accordance with WAC 246-260-121(3)(a).

Official Copy: Department that operates a swimming pool.

Retention and Disposition: Retain for 3 years after end of calendar year or termination of permit, then destroy.

Other Copies: Campus EHS

Other Copies Retention and Disposition: Retain for 1 year after end of calendar year or termination of permit, then destroy.

DAN 00-07-59795 Rev. 2 (Safety Records)

Wellness Programs


Records relating to supporting and promoting employee wellness. Includes, but is not limited to:

  • Wellness campaigns and promotions, including flyers and participation information;
  • Classes, events and wellness activities;
  • Wellness incentives, prizes and awards.
Excludes records covered by Financial Transactions–General (DAN GS 01001).

Official Copy: Any Department

Retention and Disposition: Retain for 2 years after end of calendar year, then destroy.

DAN GS 03051 (Safety Records)