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Commonly Scheduled Records

This table lists records most common to offices on campus that are already scheduled. Follow the retention and disposition instructions as indicated. If you are not sure what records the title is describing, or have questions about records not listed on the table, call the Archives at x8929.

 

Records Series Title

RDA Number

Retention

Final Disposition

Absence & Vacation Reports

9560 (ARMS Payroll)

5 years

Destroy

Absence and Vacation Reports--Copies

UWSAC Personnel 32

retain current year

Destroy

Accounting Control Sheets--Department Copies

UWSAC Business/Financial 12

2 years

Destroy

Accounting Control Sheets-Gift and Grant Sheets--Department Copies

UWSAC Business/Financial 307

3 years

Destroy

Affirmative Action Data Questionnaire

28500734 (ARMS FAS)

6 years

Destroy

Agreements and Contracts--Originals and Copies

Campus 159

6 years

Destroy

Arbitration Appeals -Non-precedential,Classified Staff

PERS087 (ARMS CPR)

Event + 5 years

Destroy

Arbitration Appeals-Precedential, Classified Staff

PERS088 (ARMS CPR)

Permanent

N/A

Arbitration: Union Member of Group Grievances, Classified Staff

PERS086 (ARMS CPR)

Event + 5 years

Destroy

Authorized Signatures/Signature Authorizations--Copies

Campus 169A

1 year

Destroy

Ballots for Election to Committees

Campus 200

1 year

Destroy

Cash Letters--Department Copies

UWSAC Business/Financial 38

2 years

Destroy

Committee Minutes

Campus 120

1 year

Transfer to Archives

Contracts and Agreements--Originals and Copies

Campus 159

6 years

Destroy

Course and Curriculum Files

Campus 132

5 years

Destroy

Daily Summary of Accounts--Department Copies

UWSAC Business/Financial 48

2 years

Destroy

Division Personnel Review Committee

UWSAC Personnel 37

3 years past termination

Destroy

Employee Tuition Reimbursement Authorization

28500718 (ARMS FAS)

3 years from reimbursement

Destroy

Employment Applications: Classified Staff

PERS004 (ARMS CPR)

1 year

Destroy

Employment Inquiry Files

28500704 (ARMS FAS)

1 year

Destroy

Employment Termination, Layoff

28500725 (ARMS FAS)

Permanent

Personnel File

Employment Termination, Non-renewal

28500724 (ARMS FAS)

Permanent

Personnel File

Employment Termination: Resignation or Retirement

28500726 (ARMS FAS)

Permanent

Personnel File

Employment Termination: Termination for Cause

28500727 (ARMS FAS)

Permanent

Personnel File

Employment Eligibility Verification (Form I-9)

28500709 (ARMS FAS)

3 years past Termination

Destroy

Financial Management Reports--Formats A and B--Divisional and Departmental Copies

Campus 171B

retain until superseded

Destroy

Financial Management Reports--Summary and End-of-Year Formats S & B--Divisional and Departmental Copies

Campus 171C

1 year after superseded

Destroy

Gift and Grant Sheets--Department Copies

UWSAC Business/Financial 307

3 years

Destroy

Grants: Faculty and Academic Staff Awards and Grants

28500721 (ARMS FAS)

3 years

Destroy

Grants: Notice of Award: Faculty and Staff Awards and Grants

28500722 (ARMS FAS)

Permanent

Personnel File

Grievances; Complaints: Formal Complaint Records

28500728 (ARMS FAS)

6 years

Destroy

Grievances: Formal Grievance Files

28500729 (ARMS FAS)

6 years

Destroy

Interview Documentation: Classified Staff

PERS008 (ARMS CPR)

4 years after Date of hire

Destroy

Invoices, Bill-To's, Paid

UWSAC Business/Financial 163

3 years plus current

Destroy

Letters of Appointment or Offer

28500706 (ARMS FAS)

Permanent

Personnel File

Monthly Statement Books (Stores)-Department Copies

UWSAC Business/Financial 343

2 years

Destroy

Office Machine Repair Service Forms--Department Copies

UWSAC Business/Financial 343.1

2 years

Destroy

Outside Activities Reports

Campus 50

3 years

Transfer to Archives

Packing Slips--Department Copies

UWSAC Business/Financial 344

2 years

Destroy

Payroll: Employee Case File

9569 (ARMS Payroll)

1 - 6 pay periods

Destroy

Payroll: Routine Withholding Authorizations

9568 (ARMS Payroll)

until superseded

Destroy

 

Payroll, Student Time Cards--Regular Payroll (LTE Time Sheets)--Originals

UWSAC Business/Financial 280

3 years

Destroy

 

Payroll: Terminated Employee Payroll Case File

9572 (ARMS Payroll)

5 years

Destroy

 

Payroll, Time Cards and Time Sheets--Originals

Campus 184

5 years

Destroy

 

Payroll, Work Study Time Sheets and Time Cards--Originals

UWSAC Business/Financial 288

5 years

Destroy

 

Performance Reviews and Responses

28500717 (ARMS FAS)

Permanent

Personnel File

 

Personnel File

28500700 (ARMS FAS)

6 years past Termination

Transfer to Archives

 

Personnel Activity Reports

PARs (ARMS FAS)

2 - 3 years

Destroy

 

Personnel File: Classified Staff

PERS124 (ARMS CPR)

8 years after Termination

Destroy

 

Publications

Campus 131

3 years

Transfer to Archives

 

Purchase Orders

90109 (DOA)

4 years

Destroy

 

Recruitments--Form A's (Request to Recruit)

UWSAC Business/Financial 77

1 year

Destroy

 

Repair Service Forms for Office Machines--Department Copies

UWSAC Business/Financial 343.1

2 years

Destroy

 

Requisition Slips, Stores--Department Copies

UWSAC Business/Financial 354

2 years

Destroy

 

Requisitions--Originals

UWSAC Business/Financial 300

3 years plus current

Destroy

 

Requisitions--Copies

UWSAC Business/Financial 300

2 years

Destroy

 

Retention Schedules

Campus 188A

retain until superseded

Destroy

 

Return Material Instructions, Stores--Department Copies

UWSAC Business/Financial 347

3 years

Destroy

 

Sabbatical Leave

28500719 (ARMS FAS)

2 - 6 years

Destroy

 

Sabbatical Award: Notice of Award

28500720 (ARMS FAS)

Permanent

Personnel File

 

Search and Screen: Candidate files

28500703 (ARMS FAS)

6 years

Destroy
Note: All relevant materials of successful candidate should be transferred to his/her personnel file.

 

Search and Screen: Committee Records

28500705 (ARMS FAS)

6 years

Transfer to Archives

 

Signature Authorizations/Authorized Signatures--Copies

Campus 169A

1 year

Destroy

 

Special Purchase Order Form--Department Copies

UWSAC Business/Financial 350

2 years

Destroy

 

Stores Requisition Slips--Department Copies

UWSAC Business/Financial 354

2 years

Destroy

 

STS and Toll Call Report--Department Copies

UWSAC Business/Financial 358

1 year

Destroy

 

Student Address Change Forms

Campus 223

6 months after entered into data system

Destroy

 

Student Help Application Files--Not Hired

Campus 183

1 year

Destroy

 

Subject Files

Campus 133

3 years

Transfer to Archives

 

Telephone Service Orders--Department Copies

UWSAC Business/Financial 365

2 years

Destroy

 

Tenure: Faculty Tenure File Successful and Unsuccessful

28500713 (ARMS FAS)

6 years

Transfer to Archives

 

Tenure: Notice of Tenure

28500714 (ARMS FAS)

Permanent

Personnel File

 

Tenure, Tenure Roster

28500732 (ARMS FAS)

10 years

Transfer to Archives

 

Travel Expense Reports--Copies

Campus 172

2 years

Destroy

 

Unsolicited Resumes and General Expressions of Interest in Employment, Classified Staff

PERS013 (ARMS CPR)

Creation + 6 months

Destroy

 

Vacation and Absence Reports

UWSAC Personnel 32

5 years past termination

Destroy

 

Vacation and Absence Reports--Copies

UWSAC Personnel 32

retain current year

Destroy

 

Vouchers--Department Copies

UWSAC Business/Financial 91

2 years

Destroy

 

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This page last modified: Monday, January 30, 2012