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Administrative System Access and UWATS (UW Alternative Toll Service) Forms

Provides a record of employees granted access to UW administrative systems or other state agency databases. (Communications, Payroll, Student Database, Financial, Accounting, Purchasing Systems, Data Warehouse, etc.) Forms are approved by the Dean or Director before being submitted to UW Technology: Administrative Applications or Registrar: Data Services. May also include correspondence.

Official Copy: Any office granting access
Retention: 6 years after end of fiscal year in which user account/access was terminated
Disposition Method: Shred or Delete

Other Copy: College College, School, or Department
Retention: 1 year after submission of request to office granting access
Disposition Method: Shred or Delete 

Annual Reports

Includes summaries of accomplishments, goals, statistics, awards received, anticipated program needs and plans, supporting documentation, etc.

Official Copy:  Any Office
Retention:  5 years after end of reporting period
Disposition Method:  Transfer to Archives 

Award Files

Provides a record of awards/special recognition and achievements for a program, department, or individual (including students). Includes monetary awards. Does not include scholarships.

Official Copy: Any Office
Retention: 6 years after award presented
Disposition Method: Shred or Delete

Award Files--Not Awarded

Comprised of material submitted regarding faculty members, graduate students, staff members, etc. nominated for one of the many awards bestowed by the University. May include application materials, curriculum material, syllabi, supporting correspondence, etc.

Official Copy: Any Office
Retention: 2 years after Academic Year
Disposition Method: Shred or Delete

Ballots

A record of the votes cast to decide on a policy/procedure change, or to determine the outcome of a departmental choice, or to select members of a committee or representative for a specific position including the Health and Safety Committee.  Does not include ballots relating to Tenure.

Official Copy: Any Office
Retention: 1 year after votes counted
Disposition Method: Shred or Delete

For Ballots for Appointment, Promotion or Tenure, please see Personnel and Payroll Records

Banquet Permit to Serve Alcohol, Authorization to Apply for

Form which provides a record of University offices who have applied for a permit to serve alcoholic beverages on campus. Includes a description of the event; date; location; and estimated attendance.

Official Copy: Chair, Use of University Facilities Committee
Retention: 6 years after end of event
Disposition Method: Recycle or Delete

Official Copy: UWT: Office of the Chancellor
Retention: 6 years after end of event
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration
Retention: 6 years after end of event
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 6 months after end of event
Disposition Method: Recycle or Delete

Board of Regents

A record of actions taken and decisions made by the UW Board of Regents. Includes agendas, minutes, reports, correspondence, etc.

Official Copy: Board of Regents
Retention: 6 years after end of calendar year
Disposition Method: Transfer to Archives

Other Copy: College/School or Department
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

 

Building Leases

Documents the legal, management and financial actions taken when the UW is the tenant/Grantee for property leases for UW use.

Official Copy: UW Real Estate Office
Retention: 6 years after Termination of Lease
Disposition Method: Transfer to Archives

Other Copy: College/School or Department
Retention: 1 year after Lease expires
Disposition Method: Shred or Delete

 

Calendars, Appointment Books, Daily Schedules, Telephone Logs

A record of UW-related appointments, schedules, meetings, visitors and routine phone call logs. 

Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Recycle or Delete*

*Click here for instructions on deleting Outlook calendars

Committees/Councils/Teams/Faculty and Staff Meetings

A record of actions and decisions of committees, councils, faculty and staff meetings.  Includes minutes, agendas, notes, reports, etc.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to Archives for review

Contracts and Agreements

Contracts, agreements, or other instruments with specific terms and conditions between two or more persons or entities to which the signing parties agree or submit. May include memorandums of understanding; local purchase contracts; equipment maintenance/service agreements and warranties; personal service contracts with individuals; affiliation agreements with other entities and institutions; lease/rental of equipment or vehicles; loan agreements, lease, escrow, and rental agreements; purchase and sales agreements; liability waivers; assignments of rights; etc

Official Copy: Procurement Services
Retention: 6 years after termination of contract
Disposition Method: Recycle or Delete

Other Copy: College/School or Department
Retention: 6 years after termination of contract
Disposition Method: Recycle or Delete

Data Collection Form

Provides a record of data received on a paper form or log that is used for data entry into a database. May include financial data, research data, employee information, surveys, questionnaires, student information, etc.

Official Copy: Any Office
Retention: 6 months after data entry and verification
Disposition Method: Shred or Delete

Donor Files

Provides information regarding donor prospects gathered for the purpose of soliciting gifts or funds for the University. Documents the relationship between the college/school/department/office and individual donor, corporate donor, or foundation. May include profiles, donation information, correspondence, annual reports, newspaper clippings, etc.

Official Copy: Any Office
Retention: Until Superseded
Disposition Method: Shred or Delete

Equipment Information Cards (Orange Cards) and Asset Control Sheets

A record of equipment added to a department's inventory. NOTE: Orange cards are completed by a department and sent to the Equipment Inventory Office. Asset Control Sheets are produced by Equipment Inventory with information from Procurement Services regarding newly purchased equipment for which the Equipment Inventory Office has not received an Orange Card. Information regarding equipment is also entered into OASIS. 

Official Copy: Equipment Inventory Office
Retention: Orange Cards - 6 years after card received; Asset Control Sheets - 6 years after end of fiscal year; OASIS - 6 years after sale or deletion of equipment
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until Equipment Inventory Report is verified
Disposition Method: Recycle or Delete

Equipment Inventory Database

Provides a record of all equipment owned by an office or department. This information is kept electronically and tracks the location and status of the equipment. The database contains items not found in the Equipment Inventory Office's database.

Official Copy: Any Office
Retention: 6 years after surplus of equipment
Disposition Method: Recycle or Delete

 

Equipment Inventory Reports (Physical Inventories)

A record of UW-owned and federally-owned equipment held or deleted by departments. NOTE: Inventory is updated annually by a department and recorded by the Equipment Inventory Office.  

Official Copy: Equipment Inventory Office
Retention: 6 years after end of fiscal year
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until superseded by updated and approved Equipment Inventory Report
Disposition Method: Recycle or Delete

 

Equipment Maintenance/Service Reports

A record of equipment maintenance and repair. May include work performed by other UW units, work performed by outside companies under a service agreement with a UW department or work performed by outside companies not under a service agreement. Does not include medical equipment. 

Official Copy: Any Office
Retention: 6 years after service date
Disposition Method: Recycle or Delete

 

Expert Witness

Records related to expert witness testimony or opinion provided by a UW employee.

Official Copy: Any Office
Retention: 6 years after testimony/opinion provided
Disposition Method: Shred or Delete

History Files

Documentation of the history and development of an office, program, event or course. May include photographs, videotapes, newsletters, course descriptions, syllabi and bibliographies, sample examinations, etc.

Official Copy: Any Office
Retention: 6 years after end of calendar year
Disposition Method: Transfer to Archives

Incident Reports

Internal departmental reports of facility damage, theft of UW property, etc., when no claim has been filed. NOTE: This is not the official UW Police Incident Report or Accident/Incident Report (injuries). 

Official Copy: Any Office
Retention: 1 year after end of calendar year
Disposition Method: Shred or Delete

 

Insurance

A record of insurance policies for property such as scientific instruments, equipment or fine art.  May include correspondence, photographs, policies and claims. Includes documentation and policies pertaining to special insurance needs.

Official Copy: Risk Management
Retention: 6 years after termination or renewal of policy
Disposition Method: Transfer to Archives for review

Other Copy: Any Office
Retention:6 years after termination or renewal of policy
Disposition Method: Transfer to Archives for review

Invention Disclosure Package

Confidential material on new patents awarded to UW. Provided by CoMotion to Dean/Chair of inventor's College/School or Department. May include copies of disclosure letter, invention power of attorney and assignment of rights, UW patent form, etc.

Official Copy: College/School or Department
Retention: administrative purpose served
Disposition Method: Transfer to Archives for review 

Litigation Evidence Files

Material held for on-going litigation to which an office is a party. Generated as duplicates of materials found in existing record series. May include correspondence, financial records, personnel folders, etc. 

Official Copy: Any Office
Retention: 6 years after termination of litigation
Disposition Method: Shred or Delete

 

Litigation Files

Material created specifically in response to litigation. May be in the form of background material, evidence files, correspondence, meeting minutes, reports, statistics, etc. 

Official Copy: Any Office
Retention: 10 years after termination of litigation
Disposition Method: Shred or Delete

 

Lost and Found Records

Logs documenting the date, the item lost/found, name of who lost/found, claimant name of who claimed, and the method of disposal for any unclaimed items.   

Official Copy: Any Office
Retention: 6 months after the end of the month
Disposition Method: Recyle or Delete