EHS

A record of requests to use UW facilities for events which are open to the general public, or which involve the co-sponsorship of a non-University organization by a University academic or administrative unit. 

Official Copy: Use of University Facilities Committee (for all facilities)
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

Official Copy: UWT: Chancellor
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

Official Copy: UWB: Facilities Use Committee
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

Other Copy: Any Office, including sponsor
Retention: 1 year after facility used or after request denied
Disposition Method: Recycle or Delete

Listing of unique records created or received by UW offices and the State-approved retention period for each series. 

Official Copy: Records Management Services
Retention: 1 year after disposal of last record
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: until superseded
Disposition Method: Recycle or Delete

Provides UW offices with information regarding boxes/records stored at the University Records Center. Includes the following: Storage Request form - form used by UW offices to request storage of records at the Records Center; Accession Confirmation - listing of records from Storage Request form with corresponding Records Center box location codes; Disposition Notification - form signed by UW offices used to authorize Records Center disposition of boxes which have passed their approved retention period. 

Official Copy: Records Management Services
Retention: 6 years after disposition of last record
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 3 years after disposition of last record on any particular Accession Confirmation
Disposition Method: Recycle or Delete

Documentation of the production of materials for publication by a department or program. May include rough drafts and working materials for brochures, flyers, announcements, reports, newsletters, etc.

NOTE: For all other types of publications, please see Library and Publication Records of the General Records Retention Schedule

Official Copy: Any Office
Retention: 3 years after date of publication; transfer one copy of final publication to the University Archives
Disposition Method: Recycle or Delete

Official notice sent by the Office of Public Records and Open Meetings to a UW department requesting records needed for disclosure. 

Official Copy: Office of Public Records and Open Meetings
Retention: 2 years after end of month in which request closed
Disposition Method: Shred or Delete

Other Copy: Any Office
Retention: 2 years after end of calendar year in which request closed
Disposition Method: Shred or Delete

Records of the establishment of policies and procedures. May include background material, manuals, directives, etc. 

Official Copy: Any Office
Retention: 6 years after policy/procedure is superseded
Disposition Method: Transfer to University Archives

Documentation of long-range, programmatic goal setting and planning directly tied to the mission of the department and of potential historic importance for the university. Records reflect decisions relating to major operational changes (including in departments functions) or projects. May include statistics, correspondence, notes, reports, budget information, conferencing platform recordings, etc.

Refer to Financial Records For State and Non-Grant Budgets for financial transactions.

Official Copy: Any Office
Retention: 6 years after end of calendar year/conclusion of project

Disposition Method: Transfer to University Archives for review

Audio/Visual documentation including web content and social media content, of events, people, facilities and activities. Includes Zoom or other conferencing platform recordings. Used for promotional or instructional purposes, or to document events, etc.

Official Copy: Any Office
Retention: 6 years after end of academic year
Disposition Method: Transfer to University Archives for review

Summaries of monthly and quarterly activity or project/program status. May include statistics.

Official Copy: Any Office
Retention: 3 years after end of reporting period
Disposition Method: Transfer to University Archives for review

Material created specifically in response to litigation. May be in the form of background material, evidence files, correspondence, meeting minutes, reports, statistics, etc. 

Official Copy: Any Office
Retention: 10 years after termination of litigation
Disposition Method: Shred or Delete