Records Management Services (RMS)

​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​UW Medicine Records Management Services is committed to providing timely and professional services and sources related to the management of business, administrative and human subject research records of the UW Medicine heath care system. For an overview of our services, review our Records Management ​101.

Our services include: storage, maintenance, appraisal and destruction or permanent retention of business records; on-site consultation for records review regarding retention and organization; guidelines for scanning records; assistance with the application and interpretation of the two Records Retentions Schedules which govern UW Medicine records - the Washington State Government General Records Retention Schedule Version 5.1 and the UW Medicine Records Retention Schedule Version 1.2.

We have combined both retention schedules for the convenience of use. Please view the combin​ed schedule.

UW Medicine Records Management Services is also charged with:

  • Complying with federal, state and local laws regarding electronic and paper records management, destruction and preservation.
  • Developing legal retention periods for UW Medicine records.
  • Developing policies, procedures and standards, for the capture and management of the trusted and authentic record.

We would be glad to assist you in the storage process of records. Please fill out our Records Transfer Inventory (RTI) Form and review our Transfer and Boxing Procedures​​ for our boxing standards.

​For research records, please fill out our Records Transfer Inventory (RTIR) Form​ ​​for human subject research/clinical trials. ​

If you are interested in digitizing your records, please review the UW Medicine policy Scanning and Destroying Non-Permanent Records and the Washington State’s Requirements for Destruction of Non-Archival Paper Records After Imaging. Contact us for assistance in creating a departmental process that allows you to digitize your records, destroy the paper, and save office space.

​If you have any questions, contact us at 206-598-2242 or e-mail us at HRC@uw.edu​.

IF YOU ARE LOOKING FOR MEDICAL RECORDS, PLEASE CONTACT RELEASE OF INFORMATION (ROI) ​​ONLINE OR CALL 206-744-9000 FOR MORE INFORMATION.