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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 Office of the University Registrar. 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, School, or Department
Retention: 1 year after submission of request to office granting access
Disposition Method: Shred or Delete 

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

Official Copy:  Any Office
Retention:  6 years after end of reporting period
Disposition Method:  Transfer to University Archives 

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A record of equipment added to a department's inventory. Asset Control Sheets are produced by Equipment Inventory with information from Procurement Services regarding newly purchased equipment. Information regarding equipment is also entered into OASIS.

Official Copy: Equipment Inventory Office
Retention: Asset Control Sheets - 6 years after end of fiscal year; OASIS - 6 years after sale, transfer 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

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Records documenting the use of databases and other information technology and communication systems to ensure security and appropriate use. Includes, but is not limited to:

  • Audit trails and logs
  • Authorizations for and modifications to the configurations and settings of IT infrastructure (such as firewalls, routers, ports, network servers, etc.)
  • Log-in records, security logs, and system usage files

Official Copy: Any office 
Retention: 1 year after date of activity
Disposition Method: Delete

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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: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete

Official Copy: UWT: Office of the Chancellor
Retention: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete

Official Copy: UWB: Finance and Administration
Retention: 3 years after End of Calendar Year
Disposition Method: Recycle or Delete

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

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A record of achievements and special recognition for a program, department or individual. May include Zoom or other conferencing platform recordings of event. Includes monetary awards.

Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred or Delete

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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 end of academic year
Disposition Method: Shred or Delete

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