RECORDS
90.01
Revised 6-11
Procedures, Records, and Forms
335-2005
Title | |||||
Record Series Title--Function/Purpose |
Location |
Cutoff |
Retention |
Disposition |
Remarks |
| ACCIDENT PREVENTION PROGRAM Intended to reduce work hazards, promote well-being of personnel and lower industrial accidents. |
Environmental Health & Safety (EH&S)* |
until superseded |
0 |
WSU--GS 08 |
|
| AIR OPERATING PERMIT REPORTS AND ASSOCIATED DATA Provides a record of monthly, semi-annual, and annual reports and associated data for air emission sources, as required by the Washington Department of Ecology (DOE). (WAC 173-401 and RCW 70.94) Length of retention for this records series is in accordance with WAC 173-401-615(2)(c). |
Department that operates
an air emission source permitted facility* |
date of report |
5 yrs |
00-07-59786 |
|
| 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. Records are maintained by the area performing the spill control. |
Department* |
activity |
30 yrs |
WSU--GS 08 |
Possibly |
| CHEMICAL SUBSTANCE REPORT (WSU 1280) Provides a record of recycled or disposed of hazardous chemical wastes. |
Environmental Health & Safety*
(OPR) |
calendar year |
10 yrs |
WSU--GS 08 |
|
| EMERGENCY RESPONSE PLAN FILES Provides a record of departmental emergency response plan files. Includes disaster recovery plan documentation. NOTE: The department sends a copy of the documentation to the campus police or security department OR the local police/fire department and the Emergency Management Office in Business Affairs. |
Department* |
until superseded |
1 yr |
GS 09001 |
|
| 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. |
Environmental Health & Safety* |
fiscal year |
1 yr |
WSU--GS 08 |
|
| FOOD SERVICE ESTABLISHMENT PERMITS Authorizes WSU to operate food service establishments. Permits are issued by the Whitman County Health Department and are valid for one year. (WAC 246-215) |
Department that operates a food
establishment* |
termination of permit |
3 yrs |
00-07-59784 |
|
| HAZARD COMMUNICATION RECORDS 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. |
Department* |
until superseded |
0 |
WSU--GS 08 |
Possibly |
| HAZARD NOTIFICATION (WSU 1247) Reports safety hazards or unsafe practices. |
Environmental Health & Safety* |
fiscal year |
6 yrs |
WSU--GS 08 |
|
| HAZARDOUS MATERIALS SHIPPING PAPERS Provides a record of the shipment of dangerous goods which 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). |
|||||
| 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). |
Benefit Services* |
after claim resolved |
6 yrs |
WSU--GS 08 |
Possibly |
| INDUSTRIAL ACCIDENT WITNESS STATEMENT Used by a witness to provide a written account of an accident involving WSU personnel. |
Benefit Services* (OPR) |
fiscal year |
6 yrs |
WSU--GS 08 |
|
| MATERIAL SAFETY DATA SHEETS (MSDS) OR ALLOWED SUBSTITUTE
RECORD Data sheets identifying hazardous chemical(s) by the chemical and common name(s) and listing all ingredients which have been determined to be health hazards. May include: records of hazardous chemical use and analyses using exposure or medical records. |
Department* |
until superseded |
30 yrs |
GS 09017 |
Possibly |
| MEDICAL SURVEILLANCE FILES Provides a record of the physical condition of certain university employees over time; provides health benchmarks and data regarding possible exposures. |
Human Resource Services |
calendar year |
70 yrs |
11-02-62363 |
Possibly |
| 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 GovernorŐs Office of Regulatory Assistance Environmental Permit Handbook. |
Department that operates
an air emission source permitted facility* |
life of facility |
5 yrs |
00-07-59787 |
|
| PASSENGER VAN DRIVER STATEMENTS (WSU 1426, 1427) Provides a record of driver and manager/supervisor acknowledgment of risks, responsibilities, and recommended safe driving practices for operating passenger vans. Includes the Passenger Van Driver Safe Driving Practices Acknowledgment Statement and the Passenger Van Driver Valid License to Drive and Driving Experience Statement. |
Department* |
termination of WSU affiliation |
3 yrs |
WSU--GS 08 |
|
| PASSENGER VAN DRIVER STATEMENTS--VAN DRIVERS WHO DRIVE MINORS
(WSU 1426, 1427) Provides a record of driver and manager/supervisor acknowledgment of risks, responsibilities, and recommended safe driving practices for operating passenger vans for van drivers who drive minors (individuals under 18 years of age). Includes the Passenger Van Driver Safe Driving Practices Acknowledgment Statement and the Passenger Van Driver Valid License to Drive and Driving Experience Statement. |
Department* |
termination of WSU affiliation |
21 yrs |
WSU--GS 08 |
|
| RADIATION SURVEY LOGBOOK Provides a record of radiation surveys performed for each room in a laboratory. (WAC 246-221-230(9)(c)) |
Department* |
fiscal year |
3 yrs |
WSU--GS 08 |
|
| 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. Length of retention is in accordance with WAC 16-228-1320(3). |
Department* |
date of application |
7 yrs |
11-02-62360 |
|
| RESPIRATOR PROGRAM RECORDS Provides a record of authorization for respirator use based on any employee medical conditions requiring prior physician approval, workplace/hazard exposure info., respirator selection, fit-testing, and training for respirator use. Incl. Respirator Authorization/Respirator Fit-Testing and Training Record and copies of written responses by physician/licensed health care practitioners to L&I medical questionnaires. (WAC 296-802, WAC 296-842) |
Environmental Health & Safety* |
calendar year |
30 yrs |
10-12-62324 |
|
| SAFETY AND FIRE INSPECTION CHECKLIST Used to conduct self-inspection of department/work area. (Note: Any problems found are reported using Self-Inspection Worksheet. See below.) |
Department* |
until superseded |
0 |
WSU--GS 08 |
|
| SAFETY DRILLS/DISASTER RECOVERY EXERCISE Documentation of University safety drills and disaster recovery exercises. NOTE: The department sends a copy of the documentation to the Emergency Management Office in Business Affairs. |
Department* |
date of drill or exercise |
6 yrs |
GS 25002 |
|
| SAFETY MEETING REPORT (WSU 1248) Used to document safety committee or foreman-crew meetings. |
Environmental Health & Safety* |
fiscal year |
6 yrs |
WSU--GS 08 |
|
| SAFETY ORIENTATION CHECKLIST (WSU 1249) Documents review of safety procedures. |
Department* |
fiscal year |
2 yrs |
WSU--GS 08 |
|
| SECURITY RECORDINGS Security records of University facilities and grounds. May include both video and digital recordings. (NOTE: If a given recording becomes evidence or possible evidence, the retention schedule is superseded and the recording is retained until the legal action is completed.) |
Department* |
date of recording |
30 days |
GS 25003 |
|
| SELF-INSPECTION WORKSHEET Documents findings and corrective actions resulting from self-inspection of the work area. |
Environmental Health & Safety*
(OPR) |
fiscal year |
6 yrs |
WSU--GS 08 |
Archival |
| SUPERVISOR'S ACCIDENT INVESTIGATION REPORT (WSU 1246) Records accident investigation by supervisor. |
Environmental Health & Safety* |
calendar year |
5 yrs |
WSU--GS 08 |
|
| SWIMMING POOL PERMITS Allows the University to operate a swimming pool with a Whitman County Health Department permit. Permits are issued by the Whitman County Health Department and are valid for one year and annual renewal is required for as long as the pool is operated. Requirement to retain records is per Washington Department of Health (DOH) rules in WAC 246-260-101(3)(a). Length of retention is requested to match DOH requirements for retaining swimming pool monitoring data and records in WAC 246-260-121(3)(a). |
Department that operates
a swimming pool facility* |
termination of permit |
3 yrs |
00-07-59795 |
|