INFORMATION FOR YALE OFFICES :: RECORDS SCHEDULES
In an effort to preserve
and maintain its history, Yale University seeks to retain certain documentation
concerning environmental safety and community health at Yale. Specific
topics of interest include:
- Compliance with
accepted national and international standards and regulations in environmental
safety and occupational/ community health;
- Establishment
and implementation of awareness initiatives; and
- Safety policies,
programs, and standards.
Archival records
(Permanent records should be transferred to the Archives.
Please arrange timing and frequency of records transfer with Archives
staff.)
- Topical files from the directors of the Office of Environmental Health and Safety
(OEHS) and the Yale University Health Service's (YUHS) departments of
Employee Health and Environmental Health
- Policies and
regulations initiated and/or approved by OEHS and YUHS for use by the
Yale community
- Training procedures
and programs for the benefit of the Yale community
- Publications
and other promotional materials produced by OEHS and YUHS
- Annual and special
reports
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Office of record
The Office of Environmental Health and Safety, Office for Equal Opportunity Programs,
and Yale University Health Service's departments of Employee Health
and Environmental Health maintain record copy of documentation on
environmental safety and occupational health at the university. Individual
offices that are responsible for the creation of such records, but
that maintain duplicates or related materials, should destroy non-record
copies after they are no longer needed. |
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Non-permanent records
requiring temporary retention for legal purposes
(Unless
otherwise noted, destroy 7 years following active use or fiscal year of
creation, whichever is later.)
- Accident and
injury logs
- Accident reports
- Building inspection
reports
- Damage reports
- Elevator certification.
Retain until superseded.
- Employee medical
records. Destroy 30 years after employee separation.
- Environmental
testing and monitoring records
- Fire extinguisher
certification. Retain until superseded.
- Hazardous substance
records. Destroy 30 years after disposition of substance.
- Material safety
data sheets (MSDS). Destroy 30 years after disposition of substance.
- Medical records.
Destroy 30 years after employee separation.
- Non-staff accident
and injury reports. Destroy after 10 years.
- Public safety
employee training records. Destroy 30 years after employee separation.
- Records of exposure
to radioactive and/or hazardous/toxic substances. Destroy 30 years
after employee separation.
- Routine hazardous
materials records
- Student disability records.
Destroy 10 Years after graduation or last date of attendance.
- Uncorroborated
allegations concerning environmental and occupational health risks.
Destroy after 15 months.
- Violations of
city ordinances
Routine administrative
records
(Destroy following their immediate administrative
use.)
- Emergency action
plans
- Bulletins
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