Records Management Services

Record Group Number: /09/04/
Departmental Schedule: PDF icon 09.04.00.PDF
PDF icon 09-04 Records Management Services Scanning Policy.pdf
General Office Administration Records, EHS

Planning/Project Files

Documentation of long-range goal setting and long-range planning for both special projects and general office operations. May include statistics, correspondence, notes, reports, budget information, etc. 

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

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Records Center Storage Documentation

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

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Records Retention Schedules

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Retention: until superseded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

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Materials That May Be Disposed of Without a Specific Retention Period

Requests for Information

Internal and external requests for routine information.  Includes responses to requests for routine, standardized information applicable to any requestor in a comparable situation.

Retention: Retain until after the information has been sent or received.

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Personnel and Payroll Records

Training Records

A record of presentation or course material developed, gathered and used in training. May include reference material, outlines, handouts, notes, evaluations, and actual presentations.  May include employee registration and rosters.  Includes both required and non-required training.  Training may be provided by POD, UW Information Technology, eProcurement, etc.

Official Copy: Any Office Providing Training
Retention: 6 years after end of calendar year
Disposition Method: Shred or Delete

Other Copy: Home Department
Retention: 3 years after termination of employment
Disposition Method: Shred or Delete

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