If you want to scan then destroy the original paper record, your office must have a written Scanning Policy on file with UW Records Management Services.
An office or department is always welcome to scan records so long as they keep the original paper documents. If you want to scan and destroy the original paper, your office must have a written Scanning Policy on file with our office. To check if you already have a scanning policy, talk to the Records Coordinator in your office or try our Departmental Search webpage – it tells you if you have a departmental retention schedule and/or a scanning policy.
Note: Since Workday Finance is replacing ARIBA, documents can no longer be scanned or saved into ARIBA. Records that were previously uploaded into ARIBA are now generated in Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the duration of their legally approved retention periods.
Scanning policies must include specific information on the following five topics: