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: Office of Special Programs
Retention: 3 years after end of calendar year
Disposition Method: Recycle or Delete

Official Copy: UWT: Office of the 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Retention: until superseded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: Disposal of Last Record
Disposition Method: Recycle or Delete

Other Copy: Any Office
Retention: 3 years after disposition of last box 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

Records created by the UW in response to Public Record Requests. These could include, but are not limited to:

• The official notification sent by the Office of Public Records and Open Meetings
• Internal/External correspondence relating to the request
• Tracking logs or other records documenting the process used in searching for and providing records in response to the request

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 month 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

Audio/Visual documentation including web content and social media content, of events, people, facilities and activities. Includes Zoom or other conferencing platform recordings. May also include: programs, lists of VIPs in attendance, transcripts of speeches, and planning and coordination records.

Note: Photographs, videos, and recordings that are directly related to a student and maintained by the institution are education records subject to FERPA.

Official Copy: Any Office
Retention: Reference purpose served
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

A record of equipment maintenance and repair. May include work performed by other UW units, work performed by outside companies under a service agreement with a UW department or work performed by outside companies not under a service agreement. Does not include medical equipment. 

Official Copy: Any Office
Retention: 3 years after service date
Disposition Method: Recycle or Delete