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 |
| ARIBA Reports & Email Action Notifications |
FASTRANS Reports |
| Creative+Communications Invoices |
Mailing Services Invoices |
| MyFinancial.desktop (MyFD) Reports |
Procurement Desktop Reports |
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Examples include:
- Budget Worksheet
- Budget Summary
- Reconciliation Status
- Transaction Summary
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Examples include:
- Accounts Payable (AP) Reports
- Central Travel Account (CTA) Reports
- Department Dashboard
- Requisitions Reports
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| Budget Reports |
Facilities Services (FS Works) |
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Examples include:
- Expense Distribution Reports for State Budgets
- Salary Savings Report
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- Physical Plant AIM/FME Online Invoices (post 2007)
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| Library Financial Services |
Motor Pool |
- Library System Generated Cost Transfer Invoices (CTIs)
- Library System Generated Internal Sales Documents (ISDs)
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- Internal Sales Document (ISDs)
- Maintenance Announcements
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| UW-IT Rome |
- Long Distance Bill (post 2007)
- Technical Services Equipment Invoice
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| Human Resources Records |
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| 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
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- Employee Self-Service (ESS) notifications & confirmations
- OPUS PERMS
- OWLs system-generated reminders & notifications
- Work Leave Summary Review Notifications
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| Student Records |
- Curriculum Database Printouts
- Grade Reports
- Quarterly Grade Reports
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| Grant/Contract Records |
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| eFECs |
SAGE |
- Certified FEC (Post April 2012)
- eFECs System Generated Notifications and Reminders
- Salary Transactions Details by Pay Period (Post April 2010)
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- 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
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| Grant Tracker |
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| Library Records |
- Data Mailer Tear Sheets
- Data Mailers
- Hold List
- Paging List
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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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