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. Also includes unsigned forms, contracts, meeting minutes and other records created electronically that are not complete until they are signed.

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  |  UW-IT

Financial Records
ARIBA Reports & Email Action Notifications FASTRANS Reports
Creative+Communications Invoices Mailing Services Invoices
MyFinancial.desktop (MyFD) Reports Procurement Desktop Reports

Examples include:

  • Budget Worksheet
  • Budget Summary
  • Reconciliation Status
  • Transaction Summary

Examples include:

  • Accounts Payable (AP) Reports
  • Central Travel Account (CTA) Reports
  • Department Dashboard
  • Requisitions Reports
Budget Reports Facilities Services (FS Works)

Examples include:

  • Expense Distribution Reports for State Budgets
  • Salary Savings Report
  • Physical Plant AIM/FME Online Invoices (post 2007)
Library Financial Services Motor Pool
  • Library System Generated Cost Transfer Invoices (CTIs)
  • Library System Generated Internal Sales Documents (ISDs)
  • Internal Sales Document (ISDs)
  • Maintenance Announcements

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Human Resources Records  
Current HR systems (post-2018) Legacy HR systems
  • Workday Reports. Examples include:
    • Onboarding Summary
    • Summarized Time Tracking Audit R0521
    • Time Off and Leave Transactions Awaiting Approval R0500
    • FTE/Weekly Scheduled Hours Mismatch R0465
  • Workday-generated notification emails
  • Temporary Employee Accumulated Hours Notifications
  • UWHIRES notification emails
  • Employee Self-Service (ESS) notifications & confirmations
  • OPUS PERMS
  • OWLs system-generated reminders & notifications
  • Work Leave Summary Review Notifications

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Student Records
  • Registrar on-demand reports
  • Curriculum Database Printouts
  • DARS report (Degree Audit)
  • UW Time Schedule

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Grant/Contract Records  
Grant Tracker
  • TRANSPASU
SAGE
  • Advance 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

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Library Records
  • Hold List
  • List of Resource Requests

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Donation Records
  • Reports from the alumni/donor database (Advance), including canned and self-serve reports like those from Michelangelo and Export+
  • Cvent reports
  • Reports from any fundraising platform (ScaleFunder)

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UW-IT
  • EDW Reports
  • ASTRA Access Management Emails
  • Long Distance Bill (post 2007)
  • Technical Services Equipment Invoice

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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.

Informal Notifications/Communications

Communications 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.

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. Includes membership lists and contact information.

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

Internal and external requests for routine information.  Includes responses to requests for routine, standardized information applicable to any requestor in a comparable situation.

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

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.