Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 7-16
Procedures, Records, and Forms
509-335-2005

All-University Records Retention Schedules:
Safety Records

PDF link

Title
Safety Records

Record Series Title--Function/Purpose Location
(*Official Copy)
Retention and Disposition Action Disposition Authority No. Remarks
ACCIDENT PREVENTION PROGRAM
Intended to reduce work hazards, promote well-being of personnel and lower industrial accidents.
Environmental Health & Safety (EH&S)*

Retain until superseded,
then destroy.

11-12-63617



Department
(secondary copy)
Retain until superseded,
then destroy.
Secondary copy under
11-12-63617
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)

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*


Retain for 5 years after
date of report or
date of measurement,
then destroy.

00-07-59786
Rev. 1




EH&S Retain for 5 years after
date of report or
date of measurement,
then destroy.
Secondary copy under
00-07-59786
Rev. 1
ANIMAL MEDICAL AND LABORATORY RECORDS FILES
Provides a 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. NOTE: Does not include WADDL's daily log book.
Office of the Campus
Veterinarian*
OR
WADDL*
Retain for 7 years after
end of calendar year,
then destroy.
99-08-59215
Rev. 1

BLOODBORNE PATHOGEN PROGRAM RECORDS
Provides a record of bloodborne pathogen safety training. (29CFR1910.1030(h)(2)(ii))
EH&S*




Retain for 3 years after
date of training,
then destroy.

00-08-59867




WSU Children s Center
(secondary copy)
Retain for 3 years after
date of training,
then destroy.
Secondary copy under
00-08-59867
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*
OR
EH&S*
Retain for 30 years after
activity,
then destroy.
11-12-63619
Essential
CHEMICAL SUBSTANCE REPORT (WSU 1280)
Provides a record of recycled or disposed of hazardous chemical wastes.
EH&S*



Retain for 10 years after
end of calendar year,
then destroy.
11-12-63620




Department
(secondary copy)

Retain for 4 years after
end of calendar year,
then destroy.
Secondary copy under
11-12-63620
COMPOST AND SOLID WASTE HANDLING FACILITY PERMITS
Permits issued by the Whitman County Department of Health to maintain compost and solid waste handling facilities (WAC 173-350-220, WAC 173-350-710(2)(b))
Facilities Services*



Retain for 3 years after
permit termination date,
then destroy.

10-12-62325




EH&S
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under
10-12-62325
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).
Controlled substance
registrant*
Retain for 2 years after
bottle emptied,
then destroy.
99-08-59225
Rev. 1

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.
Controlled substance
registrant*
Retain for 2 years after
end of fiscal year in which book completed,
then destroy.
99-08-59224
Rev. 1

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).
Controlled substance
registrant*
Retain for 2 years after
end of fiscal year,
then destroy.
99-08-59219
Rev. 1

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






Retain for 6 years after
superseded or system no longer meets WAC criteria,
then
Transfer to Archives for appraisal and selective retention.

10-12-62319






Archival
(appraisal required)

Essential
Facilities Services
(secondary copy)
Retain for 6 years after
superseded or system no longer meets WAC criteria,
then destroy.
Secondary copy under
10-12-62319
DRUG ENFORCEMENT ADMINISTRATION (DEA) REPORT
Provides a record of the retention and disposition of drugs used in animal care and testing.
Controlled substance registrant* Retain for 2 years after
report submitted,
then destroy.
99-08-59222
Rev. 1

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
(EH&S)*
Retain for 1 year after
end of fiscal year,
then destroy.

11-12-63622




Department
(secondary copy)
Retain until
completion of work,
then destroy.
Secondary copy under
11-12-63622
FIRST AID / CARDIOPULMINARY 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.
University Recreation*



Retain for 5 years after
date of training,
then destroy.

00-08-59834
Rev. 1



WSU Children's Center;
American Red Cross
(reference copies)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 00-08-59834
Rev. 1
FOOD SERVICE ESTABLISHMENT INSPECTION REPORTS
Provides a record of EH&S 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.)
EH&S*



Retain for 6 years after
date of inspection,
then destroy.

00-07-59783
Rev. 1



Department that operates a food service establishment
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 00-07-59783
Rev. 1
FOOD SERVICE ESTABLISHMENT PERMITS
Authorizes WSU to operate food service establishments. Permits are issued by the Whitman County or local area health department. EH&S 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.)
Department that operates
a food establishment*


Retain for 3 years after
termination of permit,
then destroy.

00-07-59784
Rev. 1



EH&S
(secondary copy)
Retain for 1 year after
termination of permit,
then destroy.
Secondary copy under 00-07-59784
Rev. 1
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)
EH&S* Retain for 5 years after
date of issue,
then destroy.
10-12-62316
Rev. 1

Dining Svcs.;
WSU Children's Center
(secondary copy)

Retain until
termination of employment or until superseded,
then destroy.
Secondary copy under 10-12-62316
Rev. 1
Employee
(paper card)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 10-12-62316 Rev. 1
FULL-SIZE 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 Full-Size Van Driver Safe Driving Practices Acknowledgment Statement and the Full-Size Van Driver Valid License to Drive and Driving Experience Statement.
Department* Retain for 3 years after
termination of
WSU affiliation,
then destroy.
11-12-63633
FULL-SIZE 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 Full-Size Van Driver Safe Driving Practices Acknowledgment Statement and the Full-Size Van Driver Valid License to Drive and Driving Experience Statement.
Department* Retain for 21 years after
termination of WSU affiliation,
then destroy.
11-12-63634

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.
Department* Retain until superseded,
then destroy.
11-12-63624 Essential
HAZARD NOTIFICATION (WSU 1247)
Reports of safety hazards or unsafe practices.
Environmental Health & Safety*



Retain for 6 years after
end of fiscal year,
then destroy.

11-12-63625




Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63625
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).
Department* Retain for 2 years after
date of shipment,
then destroy.
11-12-63627
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).
Human Resource Services--Benefits*

Retain for 6 years after
claim resolved,
then destroy.
11-12-63628



Essential
Environmental Health & Safety
(secondary copy)
Retain for 6 years after
end of calendar year,
then destroy.

Secondary copy under
11-12-63628
Safety Committee
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63628
INDUSTRIAL ACCIDENT WITNESS STATEMENT
Used by a witness to provide a written account of an accident involving WSU personnel.
Human Resource Services--Benefits*


Retain for 6 years after
end of fiscal year,
then destroy.

11-12-63631




Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63631
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 (bloodborne pathogen medical surveillance)*
AND/OR
Environmental Health and Safety
(asbestos and lead medical surveillance)*
Retain for 70 years after
end of calendar year,
then destroy.
10-12-62323 Essential
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.
Department that operates
an air emission source permitted facility*

Retain for 5 years after
life of facility,
then destroy.

00-07-59787
Rev. 1



EH&S
(secondary copy)
Retain for 5 years after
life of facility,
then destroy.
Secondary copy under
00-07-59787
Rev. 1
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).
Nuclear Ratiation Center*
OR
Facilities Services*
(facility drawings)



Retain for 10 years after facility ceases operation,
then
Transfer to Archives for appraisal and selective retention.

16-06-68983



Archival
(appraisal
required)
Nuclear Radiation Center
(secondary copy documentation)
Retain until
admin. purpose served,
then destroy.
Secondary copy under 16-06-68983
RADIATION SAFETY RECORDS
Provides various records regarding the University departmental use of radioactive materials and machines. Includes records of use applications, authorizations, and assignments; 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.
Radiation Safety
Office*
OR
Department*
Retain for 30 years after
termination of WSU radioactive materials license,
then destroy.
16-06-68984
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* Retain for 7 years after
date of application,
then destroy.
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 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)
Environmental Health & Safety*



Retain for 30 years after
end of calendar year,
then destroy.

10-12-62324




Department
(secondary copy)
Retain for 2 years after
superseded,
then destroy.
Secondary copy under
10-12-62324
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 (EH&S) using Self-Inspection Worksheet or Hazard Notification forms.)
Department* Retain until superseded,
then destroy.
11-12-63636
Rev. 1

SAFETY DATA SHEETS OR ALLOWED SUBSTITUTE RECORDS
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 (WAC 296 802 20010 and WAC 296 802 20015).
Department* Retain for 30 years after
superseded or chemicals covered by record are
no longer used,
then destroy.
GS 09017 Essential
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 Office of Emergency Management (OEO).
Department*



Retain for 6 years after
date of drill or exercise,
then destroy.

GS 25002




Office of Emergency Management
(reference copy)
Retain until
admin. purpose served,
then destroy.
Secondary copy under GS 25002
SAFETY MEETING REPORT (WSU 1248)
Used to document safety committee or foreman-crew meetings.
Environmental Health & Safety*



Retain for 6 years after
end of fiscal year,
then destroy.

11-12-63638




Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63638
SAFETY ORIENTATION CHECKLIST (WSU 1249)
Documents review of safety procedures.
Department* Retain for 2 years after
end of fiscal year,
then destroy.
11-12-63640
SELF-INSPECTION WORKSHEET
Documents findings and corrective actions resulting from self-inspection of the work area.
Environmental Health & Safety*






Retain for 6 years after
end of fiscal year,
then
Transfer to Archives for appraisal and selective retention.

11-12-63641






Archival
(appraisal required)
Department
(secondary copy)
Retain for 2 years after
end of fiscal year,
then destroy.
Secondary copy under
11-12-63641
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; between 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 between 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.)
Environmental Health & Safety*



Retain for 50 years after
termination of contract,
then destroy.

00-07-59776
Rev. 1




Controller s Office
(secondary copy)
Retain for 6 years after
termination of contract,
then destroy.
Secondary copy under 00-07-59776
Rev. 1
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).
Campus Facilities
Services*
(construction)
OR
EH&S*
(municipal)
Retain for 5 years after
end of calendar year,
then destroy.
00-07-59794
Rev. 2

SUPERVISOR S ACCIDENT INVESTIGATION REPORT (WSU 1246)
Records accident investigation by supervisor.
Environmental Health & Safety*



Retain for 5 years after
end of calendar year,
then destroy.

11-12-63643




Safety Committee;
Department
(secondary copies)
Retain for 2 years
after end of fiscal year,
then destroy.
Secondary copy under
11-12-63643
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*

Retain for 3 years after
termination of permit

00-07-59795
Rev. 1


EH&S
(secondary copy)
Retain for 1 year
after termination of permit
Secondary copy under
00-07-59795
Rev. 1