Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

RECORDS
90.01
Revised 12-13
Procedures, Records, and Forms
335-2005

All-University Records Retention Schedules:
Safety Records

PDF link

Title
Safety Records

Record Series Title--Function/Purpose

Location
(*Official Copy)

Cutoff

Retention
Period

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)*

Department

until superseded



until superseded

0




0

11-12-63617




11-12-63618

 
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*

EH&S

date of report
or
date of measurement


date of report
or
date of measurement

5 yrs






5 yrs

00-07-59786
revision 1





00-07-59786
revision 1

 
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*


activity


30 yrs


11-12-63619


Possibly
Essential

CHEMICAL SUBSTANCE REPORT (WSU 1280)
Provides a record of recycled or disposed of hazardous chemical wastes.

EH&S* (OPR)


Department

calendar year

calendar year

10 yrs


4 yrs

11-12-63620


11-12-63621

 
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.

Controlled substance registrant
(individual or department)*

bottle emptied

2 yrs

99-08-59225

 
CONTROLLED SUBSTANCE INVENTORY
Provides a record of the annual inventory of controlled substances on hand in the registered location.

Controlled substance registrant
(individual or department)*

fiscal year

2 yrs

99-08-59219

 
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
(individual or department)*

fiscal year in which book completed

2 yrs

99-08-59224

 
CONTROLLED SUBSTANCE TRANSFER FORM
Provides a record of controlled substance transfers. Includes type, strength, and volume of controlled substance; who delivered and who received.

Controlled substance registrant
(individual or department)*

fiscal year

2 yrs

99-08-59220

 
DRUG ENFORCEMENT ADMINISTRATION (DEA) OFFICIAL ORDER FORM (DEA FORM 222)
Provides a record of controlled substance purchases for reporting the purchases to the Drug Enforcement Administration.

Controlled substance registrant
(individual or department)*

fiscal year

2 yrs

99-08-59229

 
DRUG ENFORCEMENT ADMINISTRATION (DEA) REPORT
Provides a record of the retention and disposition of drugs used in animal care and testing.

Controlled substance registrant
(individual or department)*

report submitted

2 yrs

99-08-59222

 
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.

EH&S*

Department

fiscal year

completion of work

1 yr

0

11-12-63622

11-12-63623

 
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*

EH&S

termination of permit
 


termination of permit

3 yrs
 
 


1 yr

00-07-59784
revision 1
 


00-07-59784
revision 1

 
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*

until superseded

0

11-12-63624

Possibly
Essential

HAZARD NOTIFICATION (WSU 1247)
Reports safety hazards or unsafe practices.

EH&S*

Department

fiscal year

fiscal year

6 yrs

2 yrs

11-12-63625

11-12-63626

 
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* date of shipment 2 yrs WSU--GS 08  
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 (HRS)--Benefits*

EH&S

Safety Committee

after claim resolved
 
 


calendar year

fiscal year

6 yrs
 
 
 


6 yrs

2 yrs

11-12-63628
 
 
 


11-12-63629
 
11-12-63630

Possibly
Essential

INDUSTRIAL ACCIDENT WITNESS STATEMENT
Used by a witness to provide a written account of an accident involving WSU personnel.

HRS--Benefits* (OPR)

Department

fiscal year



fiscal year

6 yrs



2 yrs

11-12-63631



11-12-63632

 
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
or
chemicals covered by record are no longer used

30 yrs

GS 09017

Possibly
Essential

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

HRS
(bloodborne pathogen medical surveillance)*

EH&S
(asbestos and lead medical surveillance)*

calendar year
 
 
 

calendar year

70 yrs
 
 
 


70 yrs

11-02-62363
 
 
 


11-02-62363

Possibly
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 GovernorŐs Office of Regulatory Assistance Environmental Permit Handbook.

Department that operates an air emission source permitted facility*

EH&S

life of facility

 
 


life of facility

5 yrs

 
 



5 yrs

00-07-59787
revision 1

 



00-07-59787
revision 1

 
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

11-12-63633

 
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

11-12-63634

 
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

11-12-63635

 
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)

EH&S*

 
Department

calendar year

until superseded

30 yrs

 
2 yrs

10-12-62324

 
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

11-12-63636

 
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.

Department*


Emergency Management Office

date of drill or exercise

until superseded

6 yrs


3 yrs

GS 25002


11-12-63637

 
SAFETY MEETING REPORT (WSU 1248)
Used to document safety committee or foreman-crew meetings.

EH&S*

Department

fiscal year

fiscal year

6 yrs

2 yrs

11-12-63638

11-12-63639

 
SAFETY ORIENTATION CHECKLIST (WSU 1249)
Documents review of safety procedures.

Department*

fiscal year

2 yrs

11-12-63640

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

EH&S* (OPR)

Department

fiscal year

fiscal year

6 yrs

2 yrs

11-12-63641

11-12-63642

Archival

SUPERVISOR'S ACCIDENT INVESTIGATION REPORT (WSU 1246)
Records accident investigation by supervisor.

EH&S*


Safety Committee

Department

calendar year

fiscal year
 

fiscal year

5 yrs
 

2 yrs
 

2 yrs

11-12-63643
 

11-12-63644
 

11-12-63645

 
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*

EH&S

termination of permit

 

termination of permit

3 yrs
 
 


1 yr

00-07-59795
revision 1
 


00-07-59795
revision 1