The following materials are considered to have no administrative, legal, fiscal or archival requirements for their retention. They may be disposed of as soon as they have served their reference purpose. Shred, recycle or delete as appropriate. See also: Electronic Records that do not need to be printed or saved.

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Document Errors  

Incorrect versions of documents, forms or reports that had to be regenerated in order to correct errors in typing, data entry, spelling, grammar, or format.

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.

Drafts  

Drafts may be disposed of as soon as the document is finalized and are no longer needed for reference purposes. Please shred, recycle or delete as appropriate.

Duplicates  

Extra copies of correspondence, completed forms, bulletins, statistics, reports, hardcopy printouts from a database (including e-procurement purchase orders and reports), electronic files extracted from a master file or database, mailing lists, etc., used only for reference or informational distribution.

Retention: May be disposed of as soon as the reference purpose has been served. Please shred, recycle or delete as appropriate.

Electronic Records that do not need to be printed or saved  

The following electronic records do not have to be saved or printed because they are extracted from a master file or database.  Reports printed from a database are considered duplicates and can be destroyed as soon as they have served their reference purpose. They will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. You should never print e-mails - the official copy is the original digital version.

For those rare sponsored budgets that do not submit financial status reports at least annually, you will need to continue to keep your own copies of ISDs, CTIs, and invoices for the full retention period. (See the Research and Grant/Contract Records Section of the UW General Schedule).

Financial  |  Human Resources  Student  |  Grant/Contract Library  |  Donor

 

Financial Records
Procurement Desktop Reports FASTRANS
  • Accounts Payable (AP) Reports
  • Central Travel Account (CTA) Reports
  • Department Dashboard
  • ProCard Audit Reports
  • Requisitions Reports
  • Batch Summary Information
  • Purchase Order Reports
Ariba Creative+Communications
  • Online Purchase Order Status
  • Receiving Exception Report
  • System Generated Request for Approval
  • System Generated Request No Further Action Needed
  • Invoices
MyFinancial.desktop  
  • Budget Activity Report (BARs)
  • Budget Lists
  • Budget Profile
  • Budget Status Summary Reports (BSSRs)
  • Budget Summary Report (BSRs)
  • Current Encumbrances
  • Customized Query Reports
  • Expense Transfer Forms
    • Field Advances
    • Journal Voucher (JV)
    • Request Transfer Expenditure (RTE)
    • Retroactive Salary Transfer (RST)
  • Invoice Status Summary
  • Invoices Cleared for Payment
  • Invoices Paid by Department
  • MyFD Monthly Close Notifications
  • NonRip Invoices Pending
  • Online Invoice Discrepancies
  • Received Invoices
  • Reconciliation Report
  • Reconciliation Status Report
  • Reports run through the Decision Support Center
  • Transaction Detail
  • Transaction Summary
Mailing Services Facilities Services (FS Works)
  • Invoices
  • Physical Plant AIM/FME Online Invoices (post 2007)
Budget Motor Pool
  • Expense Distribution Reports for State Budgets
  • Salary Savings Report
  • Internal Sales Document (ISDs)
  • Maintenance Announcements
UWIT Rome Library Financial Services
  • Long Distance Bill (post 2007)
  • Technical Services Equipment Invoice
  • Library System Generated Cost Transfer Invoices (CTIs)
  • Library System Generated Internal Sales Documents (ISDs)

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Human Resources Records
HR Systems
  • Employee Self-Service (ESS) Notifications and Confirmations
  • OWLs System Generated Reminders and Notifications
  • PERMS
  • Temporary Employee Accumulated Hours Notification
  • Work Leave Summary Review Notifications

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Student Records
Registrar
  • Curriculum Database Printouts
  • Grade Reports
  • Quarterly Grade Reports

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Grant/Contract Records  
eFECs SAGE
  • Certified FEC (Post April 2012)
  • eFECs System Generated Notifications and Reminders
  • Salary Transactions Details by Pay Period (Post April 2010)
  • Advanced Budget Request
  • eGC1  Now Requires IRB Application
  • Extension/Renewal of Advance Budget Request
  • Final Sponsor Documents Required for eGC-1
  • Funding Action Processed
  • Post-Award Change Processed
  • Signed Documents Ready for Retrieval
Grant Tracker
  • TRANSPASU

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Library Records
Library Systems
  • Data Mailer Tear Sheets
  • Data Mailers
  • Hold List
  • Paging List

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Donation Records
Advancement
  • Alumni Lists
  • Gift Activity Report

 

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Extracted Data  

Documents derived from a master file or database in the form of statistics, reports, hardcopy printouts, mailing lists,  auto-generated notifications and reminders, etc. Includes emails.  These records will be visible and accessible for their full retention period in the system of record and can be reprinted as needed. See list of electronic records that do not need to be printed or saved.

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.

Lists and Logs  

Lists/logs containing information tracked by a department from which elements are superseded as new data/information is received, where not covered by a more specific records series. 

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.

Miscellaneous Notices or Memoranda  

Memos and postings that do not relate to the functional responsibility of the department (i.e., announcements of meetings, reservations, confirmations, itineraries, acknowledgements, form-letter thank you notes, etc.).

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.

Published Reference Materials  

Printed materials received from other UW offices, vendors or other non-UW institutions, which require no action and are not needed for documentary purposes. May include technical reports/studies, magazines, catalogs, periodicals, flyers, announcements, newsletters and other widely distributed printed materials received by a UW office.

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.

Requests for Information  

Routine memos or forms used to request or respond to requests for information, forms, mailing lists, database printouts, publications, requests for computer printouts, etc.

Retention: Retain until after the information has been sent or received.

Routing Slips  

Memos used to direct the distribution of documents.

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.

Stocks of Publications  

Supplies (multiple copies) of departmentally-produced printed documents which are superseded, obsolete or otherwise valueless. May include program brochures, booklets, flyers, forms, catalogs, directories, manuals, posters and other informational materials produced by a department for wide distribution. 

NOTE: One copy of all UW publications should be sent to the University Archives at Box 352900.

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.

Transmittal Memos  

Emails or fax cover sheets which accompany an attachment, document, report, form, etc., that do not add any substantive information to the transmitted material.

Retention: May be disposed of as soon as the reference purpose has been served.  Please shred, recycle or delete as appropriate.