RECORDS
90.01
Revised 2-07
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* |
US |
0 |
WSU--GS 08 |
|
| 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) |
CY |
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* |
US |
1 yr |
WSU--GS 08 |
|
| 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* |
|
1 yr |
WSU--GS 08 |
|
| 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* |
US |
0 |
WSU--GS 08 |
Possibly |
| HAZARD NOTIFICATION (WSU 1247) Reports safety hazards or unsafe practices. |
Environmental Health & Safety* |
FY |
6 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). |
Benefit Services* |
ACR |
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) |
FY |
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* |
US |
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. |
Benefit Services* |
TOE |
30 yrs |
WSU--GS 08 |
Possibly |
| 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 |
|
| PHYSICIAN'S REPORT Records a physician's appraisal of an injured or ill employee's physical capabilities. |
Benefit Services* |
TOE |
6 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* |
FY |
3 yrs |
WSU--GS 08 |
|
| 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. |
Environmental Health & Safety* |
CY |
30 yrs |
WSU--GS 08 |
|
| 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* |
US |
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* |
FY |
6 yrs |
WSU--GS 08 |
|
| SAFETY ORIENTATION CHECKLIST (WSU 1249) Documents review of safety procedures. |
Department* |
FY |
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) |
FY |
6 yrs |
WSU--GS 08 |
Archival |
| SUPERVISOR'S ACCIDENT INVESTIGATION REPORT (WSU 1246) Records accident investigation by supervisor. |
Environmental Health & Safety* |
CY |
5 yrs |
WSU--GS 08 |
|