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).

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Financial Records

• 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

• Facilities Services (FS Works)
  • Physical Plant AIM/FME Online Invoices (post 2007)

• 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

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

• 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

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

Library Records

• Hold List
• List of Resource Requests

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)

UW-IT

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

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