UNIVERSITY OF WASHINGTON

Capital Projects Office

CPO RECORDS RETENTION:-

CONSTRUCTION PHASE PROJECT FILES

The retention schedule for CPO Construction Phase Project Files(including submittals and one copy of the specifications) is 10 years after project acceptance. If space allows, files are kept at the construction office until expiration of the warranty/duty to repair period. The files are then boxed and sent to URC. Complete instructions can be found at the University Records Center (URC) home page.

URC Link:

The construction coordinator arranges for the files to be boxed (UW Stores stock number 1088-006 ) The box lid must fit firmly for safety since the boxes will be stacked for storage - do not use hanging files or place ring binders on end.

Label the box per URC instructions:

  • Label one short side of the box using black magic marker - do not attach labels, "Post-it Notes" or tape to the box.
  • Include:
  • Box Number--usually sequential 1, 2, 3, etc. (lower left hand corner).
  • Department or Office Name (under the box handle).
  • Record Series Title. [project name and number]
  • Dates of material contained in box (under Office Name). [Final Acceptance date].

Prepare and Submit a Record Transfer Inventory Form (RTI UoW 1379). This form is available in PDF format on the URC homepage. URC staff will arrange to pick up the files.

Unlike UW Archives, Files stored at URC may be retrieved, however, only personnel who are listed on the Access Authorization List may remove/access records from the URC. One-time-only authorization for someone not on the Access Authorization List can be obtained by sending an email message to URC. Emails should include the name and title of both the person making the request and the person who will retrieve the record. There is, however, a limit of 20 items retrieved per month for requests pulled by URC staff. Please refer to the URC homepage for details.

Interfiling

URC does not offer interfiling. If it is necessary to add records to a box after it has been accessioned into the URC for storage, it is your responsibility to interfile the new material. Please call URC to make arrangements for interfiling.

Disposition of Records Stored in the URC

The retention period for construction phase project files is 10 years . When boxes stored at the URC have reached the end of their retention period, a Records Disposition Control Notice will be sent to the ‘Records Authority’ for CPO, who will be asked to authorize disposition of the boxes by signing this form and returning it to URC, the project files will then be discarded.

Rev. 7/02