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.
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- Financial Records
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- Current State (post-July 2023)
- Workday reports
- Workday-generated notification emails
- Facilities Services (FS Works)
- Physical Plant AIM/FME Online Invoices (post 2007)
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- Legacy Financial Systems
- ARIBA Reports & Email Action Notifications
- FASTRANS Reports
- Creative+Communications Invoices
- Mailing Services Invoices
- MyFinancial.desktop (MyFD) Reports. Examples include:
- Budget Worksheet
- Budget Summary
- Reconciliation Status
- Transaction Summary
- Procurement Desktop Reports. Examples include:
- Accounts Payable (AP) Reports
- Central Travel Account (CTA) Reports
- Department Dashboard
- Requisitions Reports
- Budget Reports. Examples include:
- Expense Distribution Reports for State Budgets
- Salary Savings Report
- Library Financial Services
- Library System Generated Cost Transfer Invoices (CTIs)
- Library System Generated Internal Sales Documents (ISDs)
- Motor Pool
- Internal Sales Document (ISDs)
- Maintenance Announcements
- Human Resources Records
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Current HR systems (post-2018)
- 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
Legacy HR systems
- Employee Self-Service (ESS) notifications & confirmations
- OPUS PERMS
- OWLs system-generated reminders & notifications
- Work Leave Summary Review Notifications
- Student Records
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- BI-Portal Reports
- Curriculum Database Printouts
- DARS Report (Degree Audit)
- EDW Reports
- Printouts from EARS, MyPlan, or MyGrad
- Registrar On-Demand Reports
- UW Time Schedule
- Grant/Contract Records
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Current State (post-July 2023)
- SAGE (as Workday integration)
- Notice of Award (NoA) Request
- eGC1 (now requires IRB application)
- Final Sponsor Documents required for eGC1
- Workday Finance
- Workday-generated notification emails
Legacy Financial systems
- SAGE (as legacy system)
- Advance Budget Requests
- Extension/Renewal of Advance Budget Request
- Funding Action Processed
- Post-Award Change Processed
- Signed Documents Ready for Retrieval
- Grant Tracker
- Library Records
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- Hold List
- List of Resource Requests
- Donation Records
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- 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)
- UW-IT
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- EDW Reports
- ASTRA Access Management Emails
- Long Distance Bill (post 2007)
- Technical Services Equipment Invoice
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