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. Includes aggregate reports which include identifying information about individual student. For example, a program director asks for a report about all student performance or progress in either a course or course series in the program. 


  • Add Codes
  • Alumni Info
  • BI-Portal Reports
  • Copies of admissions materials
  • Curriculum Database Printouts
  • DARS report (Degree Audit)
  • EDW Reports
  • Printouts from EARS, MyPlan, or MyGrad
  • Qualtrics and Catalyst surveys and results
  • Registrar on-demand reports
  • UW Time Schedule

Official Copy: Any Advisory Office
Retention: Reference purpose served / End of academic year
Disposition Method: Delete