Administrative Related Record Schedules

These are the PDF’s for the schedules in the table below. Click on the link to print the schedule, otherwise search the table below for the appropriate record series using key words. Please contact the University Records Officer with any questions regarding retention schedules.  

University Business Communications (e-mail,Text and Instant Messaging) [pdf.] (Global Level in Versatile)    This schedule should be used for all business communications in all formats including  paper and electronic formats.  Determination  on how long to keep is base on the content of the information. University Business Communication – Grid –  Format [pdf]

UW Madison Voice Mail Retention Policy 

UWSA Adminstrative GRS [pdf.] 2012 Policies and Procedures, Calendars and Schedules, Organizational Charts, Agreements and Contracts, Unit/Department Training/Course Materials, University Publications, University Speeches/Presentations, Agendas/Minutes, Outside Activities. (Global Level in Versatile)

Academic Planning and Institutional Research [pdf.] 2011 Includes record series for: Credits Follow Instructor (CFI); Departmental Planning Files; and Academic Program Review Records

University Project Management and Planning Records [pdf.]  These records are created in conjunction with enterprise level long-range planning  projects or Department/Unit projects that impact or change a process.  This schedule does not apply to IT Project which are covered under the Information Technology Schedule. (Company Level in Versatile)

University Legal Affairs Records [pdf.] Matter Case Files, Legal Affairs Case Files – Historically significant, Legal Trademark and Intellectual Property – Formal Legal Documents, Client Consultation Records, Administrative Rule Development – Official File.  (In Versatile see the Global Level)

UWSA University Library Records [pdf.]  Administration, Collection Development, Special Collections, Circulation, Information Systems, Publicity, Reference, Security. (In Versatile see the Global Level)

2012 University Department Unit Alumni Records [pdf] This is a campus-wide University records schedule for use in managing Alumni Records of graduates from the university. Many university departments or units keep parts of records of past students that include correspondence and updated information after the student has graduated. This records schedule is not to be used for undergraduate or graduate student records which are covered under FERPA requirements. Refer to the UW-Madison Student schedule for Student related record series.

The table below is searchable by term or record series number.  Type the word or number in the search box and hit enter.

Administrative Records

This table contains records related to Business Communications and correspondence (email); Administrative Records; Project Management Records; Academic Planning and Institutional Research Records; Legal Affairs Records and University Library Records.
From Records ScheduleRecord Series Number aka RDA# or GRS#Records TitleRecords DescriptionRetention/Disposition
UWSA University Business CommunicationsUWBC0001Business Communications- Routine CommunicationsRoutine communication has continuing value as a public record, because it is directly connected to the transaction of public business that is conducted by university employees. Routine communication comprises the normal communication that occurs when university employees, and sometimes their colleagues who are not university employees, work together to transact public business on behalf of the University of Wisconsin System. Routine communications has no historical value; never includes records that set forth university policies, guidelines, procedure, or directive; and does not formalized the business processes of the UWSA.
Routine communication can be memorialized using many different types of business tool, and include but is not limited to communication that:
(1) Allows university employee, and sometimes non-employee, who are in different physical locations to discuss and perform routine aspects of business activities or project on behalf of the UW System.
(2) Records routine aspects of the decision-making process that occurred between colleagues during the life cycle of a business activity or project.
(3) Assists employees in administering routine facets of a university activity or business project; or
(4) Allows employees to disseminate to their colleagues routine, substantive materiel that are related to a university activity or business project.
Due to its routine nature, this type of communication is necessary only for a period of 6 months after a business activity or project if finished, and thereafter, it can be destroyed.
Retention:
EVT + 6
Months
EVENT=
Business Activity or
Project is completed

Dispostion: Destroy/Delete
UWSA University Business CommunicationsUWBC0002Business Communications- Transitory CommunicationsTransitory communication is directly connected to the transaction of public business that is conducted by university employees, but it has a short-term business value. Transitory communication has no business value after the information contained in the message has been conveyed or superseded, or the event to which the message is related has occurred. Transitory communication does not establish policies, guidelines, or procedures; certify a transaction; become a receipt; nor perpetuate or formalize business activities of the UW System. transitory communications is not necessary for statutory, legal or fiscal purposes; has not historical value; would not be filed in a records management system; and should be destroyed and one week, or when obsolete because the communication has been superseded or the related event has transpired.
Transitory communication can be memorialized using many different types of business tools, and examples include but are not limited to:
(1) Messages that communicate information that is not the basis for official action, such as new bulletins, holiday notices, charity and welfare appeals, or information about workplace events.
(2) Scheduling information pertaining to an event that has already occurred.
(3) Courtesy copies of communications that convey information but do not require responsive actions by the University employee who is the recipient, but not the creator, of the communication.
(5) A preliminary version of a document that has been shared for review and comment among colleagues after it has been superseded by a successive version of the document. Preliminary versions of a record may be classified as transitory only by the recipient, but not the creator, of the communication.
(6) Transitory requests for information or materials to which a university employee can easily reply, and in response to which a university employee would not have to perform special research, engage administrative process, or seek supervisory review.
EVT + 7 Days
EVENT=Communication has been superseded or the related event has transpired and is obsolete

Disposition: Destroy/Delete
UWSA Administrative RecordsUWADM001Policies and ProceduresThis record series consist of university established departmental policies and procedures, including manuals, manual codes, handbooks, and other related materials.EVT + 7 Years EVENT= Policy
or procedure is superseded

Disposition: Transfer to the UW-Archives
UWSA Administrative RecordsUWADM002Calendars and Schedules This series consist of all calendars used for university business which includes both paper and electronic calendaring systems. This series includes, but is not limited to, desk calendars, appointment books, and similar records.
NOTE: A record of this type may be purchased with personal funds, but if used by a University Employee to document his or her work activities may be considered a public record in both physical and electronic format.
EVT + 5 Years EVENT= End of
the Calendar Year

Disposition: Transfer Calendars for Vice Provost and Chancellors to UW-Archives. All other Calendars/Schedules are be destroyed.
UWSA Administrative RecordsUWADM003Alphabetical/Topical FilesThis record series consists of files which document the activities of academic and operational departments on campus, including the internal development and operations of programs. Records can include correspondence, reports, memoranda and notes, publications, and announcements. These files may also be known as subject files, departmental or office files, mixed files, or program files, teaching reports (historical records of what courses were taught and by whom)EVT + 3 Years
EVENT= Creation of Materials

Disposition: Transfer to UW-Archives
UWSA Administrative RecordsUWADM005Planning DocumentationStrategic, business and operational planning files at all levels of the university, including, but not limited to, final plans, calls for proposals, publicity or presentation materials specifically related to planning initiatives, and significant work papers. The official copy of this series is held in the highest-level office affected by the plan being documented (e.g. a campus master plan will be held by the Chancellor's office; a school/college plan will be held by the Dean's Office, etc.)EVT + 6 Years
EVENT= Plan is completed or Superseded.

Disposition: Transfer to the UW-Archives
UWSA Administrative RecordsUWADM006Reorganization DocumentationThis records series consists of documents showing organizational changes within the college or university, including files of significant addition, deletion, or transfer of administrative, functional or regulatory responsibility, etc. EVT + 2 Years
EVENT= Date reorganization is completed

Disposition: Transfer to UW-Archives
UWSA Administrative RecordsUWADM007Organizational ChartsThis series consists of the records of the official organizational structure of each college of the university, as well as that of any smaller schools within the institution. EVT + 0 Years
EVENT=Organizational Chart is Superseded

Disposition: Transfer to UW-Archives
UWSA Administrative RecordsUWADM008Transition BriefingsThis series consists of records that are prepared to provide an overview of the university, department, or office during transitions to new management. EVT + 2 Years
EVENT= Date prior to the official or department chair leaving his/her position.

Disposition: Destroy Confidential
UWSA Administrative RecordsUWADM009University Sponsored Conference Records This record series consists of but is not limited to registration materials, correspondence, financial reimbursement and public relations materials for conferences that are hosted by a university department of unit.
This schedule does not include those records covered under the UWS-Administrative Schedule UWADM014 or UWADM016
EVT + 3 Years
EVENT=Date of the Conference

Disposition: Transfer to UW-Archives
UWSA Administrative RecordsUWADM010External ComplaintsComplaints received regarding issues not related to a particular individual, office or program. This specifically covers complains received from non-student, non-staff member of the community. For the retention period for internal complaints, please see the UWSA Personnel Records Schedule. Some of these complaints may be historical or precedent-setting in nature; each institutions archives should work with offices managing these records to determine which records in this series may have ongoing value. EVT + 5 Years
EVENT=Superseded or Replaced

Disposition: Contact UW-Archives before destruction, may have historical significance.
Destroy Confidential
UWSA Administrative RecordsUWADM011Legal NoticesThis series consists of documentation associated with required legal notices. Legal notices required for an event should be filed with the specific actions/event.EVT + 1 Year
EVENT=Creation of Legal Notice

Disposition: Destroy Confidential
UWSA Administrative RecordsUWADM012Public Records RequestsThis record series consist of records relating to regular and reformulated,
repetitious, systematic or continuing requests by individuals, groups or organizations for access to general information under the provisions of the Wis. Stats 19.35-19.37. The series includes the original request, notice of change (of scope of request), billing, collection of fees, acknowledgement of receipt of request, follow-up letters and
transmittal memorandums, access request review, requests for extension, third party notification, access request review recommendations and summaries, listing of records searched and used to respond to requests, and logs maintained documenting receipt and response of requests. The series may also include request response package including any redaction of information (if information is kept). If requests are denied, records covered here
include request denials and related justification, mediation, representations from third parties, recommendations, court orders, and reviews. Also includes abandoned requests.
EVT + 3 Years
EVENT=Response to Request is Provided

Disposition: Destroy Confidential
UWSA Administrative RecordsUWADM013Agreements and ContractsThis series consists of Contracts between a university or smaller unit and other government or private entities retained by the office or department. This series may also include any correspondence clarifying or setting terms in the contract itself.EVT + 6 Years
EVENT=Close of the Contract Date or Fulfillment/Super-session of the Terms. NOTE: Some contracts may be scheduled in other series for shorter or longer retention periods.

Disposition: Destroy Confidential
UWSA Administrative RecordsUWADM014Unit or Department Training and Course MaterialsMaterials perpared and used by staff to provide information targete to internal and external audiences. This series may include handouts, flyers, presentation files, or other materials used in the course of training sessions. EVT + 0
EVENT=End of Course or when no longer relevant to the Course

Disposition: Destroy
UWSA Administrative RecordsUWADM015University PublicationsAll publications - whether one-time only or serial-produced by the university, such as newsletters, newspspers, magazines, pamphlets, brochures, press releases, bulletins and catalogs. This series include both analog and digital publications. EVT + 3
EVENT=Creation of the Materials

Disposition: Transfer to UW-Archives
UWSA Administrative RecordsUWADM016University Speeches or PresentationsOfficial or final versions of the speech or presentation that is filled with department records. Working copies, handwritten notes, and drafts should be filed with the personal papers or the presenter. EVT + 3 Years
EVENT= Creation of the Materials

Disposition: Transfer Speeches or Presentations given by Chancellor or Vice Provosts to UW-Archives. Destroy all others.
UWSA Administrative RecordsUWADM017University Recorded Performances or Events (Non-Athletic)Audio or Video recordings of campus events or performances staged or recorded by a campus unit. This series does not include audio-visual materials prepared for course instruction or conduct of research unless these material are of a unique nature. EVT + 3 Years
EVENT= Creation of the Materials

Disposition: Transfer Speeches or Presentations given by Chancellor or Vice Provosts to UW-Archives. Destroy all others.
UWSA Administrative RecordsUWADM018Agendas and Meeting MinutesMinutes and agendas for all official meetings, including department, committee, faculty senate meeting (including high-level committee meetings), council meetings, university wide meeting and Department Chair correspondence. This series also includes any supplementary document or other materials that are associated with the minutes. EVT + 3 Years
EVENT=Approval of the Minutes

Disposition: Transfer to the UW-Archives
UWSA Administrative RecordsUWADM019Meeting RecordingsAudio or video recording of official meetings, including all categories of meeting mentioned in UWADM017. In general, these recording have little to no historical value; the minutes of the meeting records should serve as the official record. EVT + 0
EVENT=No longer needed for administrative purposes

Disposition: Destroy
UWSA Administrative RecordsUWADM020Voting Materials - Elections to CommitteesWritten or electronic ballots, nomination papers, tally sheets, and other materials used to elect employees to committees, or used within committees to elect Committee Chairs. EVT + 1
EVENT=Vote is Tabulated

Disposition: Destroy Confidential
UWSA Administrative RecordsUWADM021Voting Materials - Executive Committee ActionsWritten or electronic ballots, nomination papers, tally sheets, and other materials used by department executive committees to decide on actions to be taken by the committee. This series includes formal ballots on issues of promotion or tenure decided by executive committees. EVT + 6 Years
EVENT=Approval of the Minutes

Disposition: Transfer to UW-Archives
UWSA Administrative RecordsUWADM022Routine Activity or Production ReportsOccasional and/or periodic reports by individuals, offices or teams that document the business of the agency. EVT + 1 Year
EVENT=Date Report is Created

Disposition: Destroy
UWSA Administrative RecordsUWADM023Annual or Summary ReportsThis series consists of summaries of accomplishments, goals, statistics, awards received, anticipated program needs and plans, as well as any supplementary documentations to support such reports. EVT + 5 Years
EVENT=End of the Reporting Period

Disposition: Transfer to UW-Archives
UWSA Administrative RecordsUWADM024Accreditation FilesFiles created by departments, schools or colleges in the process of accreditation or re-accreditation of the programs by external accreditation agencies such as the American Library Association, The commissions on Collegiate Nursing Association, the Planning Accreditation Board, and others. The series many include correspondence, faculty vitae, program description or summaries, accreditation applications, copies of internal program review course syllabi, final reports to the accreditation Committee, results of the accreditation process, and other material. EVT + 11 Years
EVENT=End of the Accreditation Cycle or creation of the final accreditation Report, which ever is later.
UWSA Administrative RecordsUWADM025Federal Lobbying ReportsThe Federal Lobbying Report is complied and submitted quarterly by the Chancellor's Office for the entire University, as required by Federal Law. All entities, public and private, that lobby Congress or the Executive Branch are required to file these reportsEVT + 6 Years
EVENT= Date Report Filed

Disposition: Destroy Confidential
UWSA Administrative RecordsUWADM026Surveys and Questionnaires - Non AcademicDocuments the creation and results of surveys by or for agencies for adminstartive, information sor non-adademic reserach purposes. REcords many incldue, but are not limited to: survey planning documents, survey instruments, completed surevays or quetionsaire, analysed results, and any reports or publications that reult from the survey. For Academic Course Evaluations refer to the Personnel Schedule EVT + 1 Year
EVENT= Date the Survey is Completed

Disposition: Destroy Confidential
UWSA Administrative RecordsUWADM027Outside Activity ReportsEvery year faculty, academic staff and other individuals listed on human subject protocols or federal grants, including graduate students, report outside activities and financial interests related to their field(s) or professional work to comply with Federal, State , and University Policy. Using an electronic form, faculty and academic staff must submit a report even if it only indicate no outside activities. EVT + 3 Years
EVENT=Completion of the Review

Disposition: Destroy Confidential
UWSA Administrative RecordsUWADM028Statements of Economic InterestEvery year, faculty, academic staff and other individuals listed on human subjects protocol or federal grants, including graduate students, report outside activities and financial interests related to their field(s) of professional work to complete with Federal, State, and University policy. The Statement of Economic Interest is completed by those individuals who have the capacity to commit resources of the university and is in addition to,, not instead of , the Outside Activity Report.EVT + 3 Years
EVENT=Completion of the Review

Disposition: Destroy Confidential
UW-Madison University Project Management Projects / Planning GRS1761University Project Management Project / Planning Proposals - Submitted for Action, But Not ApprovedThis record series consists of project proposals that submitted for action, but not approved.EVT + 5 years
Event = Date project was not approved

Disposition: Destroy
UW-Madison University Project Management RecordsGRS1762University Project Management Project / Planning Records - ApprovedProject files may include, but are not limited to:
-Project Charter
-Project website - materials posted to the project website
-Project Plans-These may consist of the Project Plan Checklist, Work Breakdown Structures (WBS), Milestones, Staffing and Organizational Plans
-Project Presentations and Reports
-Communications Plan
-Risk Mgt Plan
-Control Plan & Implementation Plan
-Records Retention
-Requirement Specifications
-Design Specifications
-Deployment Plan
-Test Plan
-Training Plans
-Meeting Notes
-Status Reports
-Issue Actions Decision Logs
-Final Report
-Lessons Learned
-Evaluations and Summary

EVT + 10 years
Event = Date of project completion

Disposition: Transfer to UW-Archives
UW-Madison Academic Planning and Institutional Research01656Credits Follow Instructor (CFI) ReportsCredits Follow Instructor conisits of a set of reports which are based on a method for counting credits in which the credits are assigned to the unit that paid the instructor. This in contrast to the Traditional Credits by Department method inwhich credits are assigned based on the department that offered the course. CFI are used by the Deans and Department Chairs who are interested in examine the costs of course instruction.CR + 5 Years
CR= Creation Date

Disposition: Transfer to UW-Archives
UW-Madison Academic Planning and Institutional Research01657Departmental Planning Profiles ReportDepartment Planning Profiles (DDP) is a tabular report which is produced twice annually in the fall and spring. For every credit generating department, DDP includes a four-page tabulation of a ten-years trend of 95 indicators. The indicators cover 9 topic areas: Permanent Commitments, Instructional Full-time Employee (FTE) - Payroll, Non-Instructional FTE - Payroll, Credits Generated Honors and General Ed Credits, Majors - Headcount, Majors FTE, Degrees Granted, and Extramural Awards. CR + 5 Years
CR= Creation Date

Disposition: Transfer to UW-Archives
UW-Madison Academic Planning and Institutional Research01658Academic Program Review RecordsAcademic Program Review Records may provide a venue in which to consider discontinuing or recombining academic activities in favor of strengthening priority area. This series consists of Academic Program records which have been approved for both graduate and undergraduate programs. These records consist of Program Approvals, Program Review and Report plus any other related documentation including specialized accreditation documentation. Types of Program Review include:
1) Institutional Reviews - periodic programs (majors, degrees, certificates) and /or departments. These review are usually initiated by the dean on a regular cycle. At times, review may be requested for special circumstances.
2) Low-Enrollment Programs-when the number of degrees awarded in a major or certificate program drop below the standard for low enrollment, the provost will ask Dean to initiate a low-enrollment review.
3) Joint Five-Year Program Review- a review of each new major is conducted approx five years after it is initially approved. It is required as the final step in implementation of a new program. These reviews are conducted jointly between UW-Madison and UW System Adm.
4) Specialized Accreditation- specialized accreditation review are conducted by professional organizations. Accreditation reviews typically require a self-study and an outside evaluations team, so most of the accredited programs substituted accreditation for institutional program review. Among accredited program are Business (BBA and MBA), Engineering, Medicine (MD), Nursing, Pharmacy (PharmD), Law, and Veterinary Medicine (DVM). For a listing of accredited programs, see the Data Digest.
EVT + 10 Years
EVENT= Date of Approval

Disposition: Transfer to UW-Archives
UWSA Legal AffairsUWLA0001Matter FilesThe Legal Affairs Offices at UW System Administration, UW-Madison and UW-Milwaukee serve as primary, advisory, or liaison counsel on a variety of litigated case files including, but not limited to: State of Wisconsin administrative proceedings; Federal or State court proceeding; internal proceedings; and federal enforcement actions and other campus legal matters. Legal matter files include but are not limited to pleadings and legal argument, correspondence, evidence, research, orders all document related to a Legal Summons, and Subpoenas issued, May contain Client File; Expenses, Attorney Notes; Medical Records; Government Agency Filings; Discovery [for example Interrogatories, Request for Production of Documents; Deposition Transcripts; Evidence [for example photos, statements, etc. and/or related correspondence requesting specific records pertaining to University employees, or University business transactions are included in this series. The retention period is consistent with that employee by the Department of Justice for similar records, and covers the longest expected applicable statute of limitations. The recommended retention period is 10 years, unless the files is deemed historic. See UWLA0002.EVT + 10 Years
EVENT=Date the File was Closed

Disposition: Destroy Confidential
UWSA Legal AffairsUWLA0002Legal Affairs Case Files - Historically SignificantMatter Case files that are determined to be documentation of historically significant events that happen on the university campus.CR + 20 Years
CR=Creation Year

Disposition: Transfer to University Archives
UWSA Legal AffairsUWLA0003Legal Trademark and Intellectual Property - Formal Legal DocumentsOffice legal documents dealing with Trademarks and Intellectual Proerty which are not retained by Legal Affairs. Examples of these document include those related to , but not limited to: trademark, intellectual proerty, trusts, real estate, and certain legal agreements or court orders related to trademarks and intellectual property. CR + 50 Years
CR=Creation Year

Disposition: Transfer to University Archives
UWSA Legal AffairsUWLA0004Client Consultation RecordsThe general counsel and legal affairs offices frequently consult with clients on legal questions and concerns. Related records should be retained for six years because that is the longest statute of limitations for potential, related claims to be filed, and because that is a resonable length of time for such documents to be useful in resolving similar matters.EVT + 10 Years
EVENT=Date of Issue Resolution

Disposition: Destroy Confidentially
UWSA Legal AffairsUWLA0006Administrative Rule Development - Official FileThe University of Wisconsin System may promulate adminstartive rules pursuant to Wis. Stat. Chap 36. The official rule drafting file should be retained permanently as i consistent with state-wide practice. Original: Permanent

Disposition: Transfer to UW Archives
UWSA Library General Records UWLIB100Library Policy DocumentsPolicy documents may include statements on hours of operation, rules and regulations for the reference, circulation, gifts and donations, human resource management, and other administrative matters. They may govern the use of differing patron cards, loan periods for various materials, fines and other charges, collection development, reference services, acceptable use, access to the Internet and other library equipment. Personnel policies may include job descriptions and requirements, as well as policies concerning leave, appropriate behavior, evaluation, and benefits. Policies may also document how the library will comply with statutory regulations, such as the Americans with Disabilities Act, Wisconsin public records law (Wis. Stat. § 19.21 - 19.39), and the patron confidentiality law (Wis. Stat. § 43.30), Federal Education Rights and Privacy Act, and laws governing employment, environmental health, fiscal accountability, and civil rights.Retention:
EVT+2 years
EVENT=Item is Superseded

Disposition: Destroy
UWSA Library General Records UWLIB101Library Leadership ReportsThese reports are created by library administrator, including directors and assistant directors, to summarize current issues facing the library for review by university administrators. The reports are both narrative and statistical, and include information received from library department managers. Retention:
EVT + 2 years
EVENT=Academic Year of Creation

Disposition: Transfer to UW-Madison Archives
UWSA Library General Records UWLIB102Library Directory's Subject FilesThese records are used to support administrative analyses, program and project planning, procedure development, and programmatic activities for a library. Subject files are generally organized alphabetically by topic. Document types may include periodic activity reports, both narrative and statistical, special reports, topical correspondence, research materials, project planning notes, organizational charts, or agency descriptions. Subject files do NOT include files related to individual program activities, human resources files, and accounting records. For topics of continuing interest, files may be segmented into annual files.Retention:
EVT+ 5 years
EVENT=Date when no longer needed for ongoing administration

Disposition:
Transfer to UW-Madison Archives
UWSA Library General Records UWLIB103Library User ReportsThese reports may be created by library departments and may include documents that summarize acquisition, inter-library loan activity, catalog and circulation as well as other library activities. These reports do NOT contain personally identiRetention:
EVT+1 years
EVENT=Academic Year of Creation

Disposition: Destroy
UWSA Library General Records UWLIB104Library Meeting Records Internal StaffThese records may include meeting minutes, agendas, and distribution materials related to staff meeting consisting of member that are entirely or primarily internal to the library. Original record remains with appropriate chair, all other copies are considered duplicates. Retention:
EVT + 2 years
EVENT=Academic Year of Creation

Disposition: Destroy
UWSA Library General Records UWLIB105Library ProceduresProcedures are generally a process or series of steps especially of a practical or mechanical nature involved in a particular form of work. Examples include circulation check out, reference desk procedures, and the like. Retention:
EVT+ 0 years
EVENT= Date of Supercession of Document or when no longer needed.

Disposition: Destroy
UWSA Library General Records UWLIB106Library Strategic PlanThis is the final version of the library strategic plan that is approved by campus.Retention:
EVENT+ 0 years
EVENT= Date of Approval

Disposition: Transfer to UW-Madison Archives
UWSA Library General Records UWLIB107Library Budget RecordsThe budget forecasts income and allocates expenditures for the next fiscal year. Revenue sources may include governmental entities, grants, fees, fines, sales, and service provision. Expenditures may include payroll, facilities, electronic equipment, collection development, supplies and other maintenance costs. These records are used to prepare the library's budget in future years. The files may include planning materials, such as current budget and financial reports, projections of revenue, expenses such as materials, services, marketing, or information technology, fixed costs, or requests by each department for funding.Retention:
FY+6 years
FY=Fiscal Year

Disposition: Destroy
UWSA Library General Records UWLIB108Library Confidentiality FormRecords include employee acknowledgement of security-related responsibilities, such as data confidentiality form or employee password. Retention:
EVT+7 years
EVENT=Date of Superseding or employee termination

Disposition: Destroy
UWSA Library General Records UWLIB109Library Electronic Equipment InventoryThis inventory lists each computer, software license, and peripheral equipment used by library patrons and staff as well as servers, network and telecommunications equipment. The inventory may identify the model number, manufacturer, location, connections, inventory numbers, type of user, date of purchase, peripherals, software licenses, IP addresses and allocations assigned to each device.Retention:
EVT+ 5 years
EVENT=Date Equipment is Withdrawn from Use.

Disposition: Destroy
UWSA Library General Records UWLIB110Library Patron (Non-Faculty/Staff) RequestsRecords including but not limited to: patron purchase requests for materials not currently owned by libraries, rush processing for library materials, and suggestions submitted by non-faculty/staff patrons to library administrators. This series is Confidential. Retention:
CR+ 2 weeks
CR=Date of Creation

Disposition: Destroy Confidential
UWSA Library General Records UWLIB111Library Deaccession Records Series documents recommendations concerning de-accessioning of specific holdings and action upon those recommendations when detailed deaccessioning procedures are necessary generally due to gift books or materials purchased under special conditions. This would not include routine withdrawls from collections. This series may include but is not limited to: transfer forms to transfer ownership/custody of materials held within institutional collections to other institutions; names of persons making deaccession recommendations and dates, reasons for deaccessioning, documentation that legal searches of donor records have been done to establish that the institution is not precluded from deaccessioning, appraised or estimated values, signatures of approval for deaccessioning, and related documentation and correspondence.Retention:
EVT+ 10 years
EVENT=Date of Creation

Disposition: Destroy
UWSA Library General Records UWLIB112Library Donor FilesThese files document the donation of materials to a circulating library collection. They may include a signed deed of gift, any correspondence pertaining to the donation, a list of the contents of the collection, and donor contact information.
This series may contain confidential records.
Retention:
EVT+10 years
EVENT=Date of Creation

Disposition: Destroy Confidential
UWSA Library General Records UWLIB113Art InventoryRecord of all art objects owned by the library. Records may include the name of the piece of art, artist name, date of accessioning, estimated value, the provenance of object. Records will also include art objects that were once owned by the library but were deaccssioned. This information will include the date and reason of decaccessioning. This information is kept to preserve provenance information often critical in art collecting.Retention:
PERMANENT

Disposition: PERMENENT
UWSA Library General Records UWLIB114Special Collections - Annual Registration Forms Annual documents created by special collections patrons to capture information for security and to acquaint patrons with department rules and regulations. Records may contain patron name, address, phone number, email address, patron type, reason for research, and the signature of the individual as a record of them agreeing to the rules of the reading room. These documents may contain driver license, student, military, Passport or similar identification numbers.
This series is confidential.
Retention:
FY+10 years
FY=Fiscal Year

Disposition: Destroy
UWSA Library General Records UWLIB115Special Collections - Daily Registration RecordsThese records document each patron’s daily use of the special collection department by capturing their name, the records may also include the city of the patron’s residence, and the date and times of their use of the facility.Retention:
FY + 10 years
FY=Fiscal year

Disposition: Destroy
UWSA Library General Records UWLIB116Special Collections - Annual StatisticsStatistical record created annually to share with other System partners. Records include, but are not limited to, annual head count, off-site substantive reference requests provided, hours of week opened, or archival transfers in the Area Research Center System.Retention:
FY + 10 years
FY=Fiscal year

Disposition: Destroy
UWSA Library General Records UWLIB117Special Collections - Call SlipsCall slips, collections used forms, or similar records that record the materials used by patrons in the special collections department. Records may include the name of the individual, date of use, reason for use and bibliographic information regarding the collection.
This series is confidential.
Retention:
FY+ 10
FY=Fiscal Year

Disposition: Destroy Confidential
UWSA Library General Records UWLIB118Special Collections - Transfer FormsForms used to process shipments of archival materials through the Area Research Center network. The triplicate forms act as a shipping list and are used to confirm shipments. Patron information is NOT included on these documents.Retention:
FY + 10 years
FY=Fiscal year

Disposition: Destroy
UWSA Library General Records UWLIB119Special Collections - Reference/Research Requests & ResponsesRecords documenting off-site reference and research services by special collections staff. Collection includes requests made in writing, emailed, or transcribed from telephone calls and the response from the special collections staff.
This series is confidential.
Retention:
FY + 1 year
FY=Fiscal Year

Disposition: Destroy Confidential
UWSA Library General Records UWLIB120Special Collections - Donor FilesThese files document the donation of materials to an archival collection. They may include a signed deed of gift, any correspondence pertaining to the donation, a list of the contents of the collection, and donor contact information.
This series may contain confidential records.
Retention:
PERMANENT

Disposition: PERMANENT
UWSA Library General Records UWLIB121Special Collections - Accession, Deaccession, and Processing RecordsThese records document the transfer of legal and physical custody of materials to and from the local history collection. It may include the date of transfer, name of and brief biographical information about the donor/creator, a brief description of the extent and contents of each box/container, documentation transferring intellectual property rights to the library, the accession number of the collection, information about the acquisition price and existence of copies, any restrictions on use of the collection, notes, and the date that a letter of acknowledgement was sent. These files may also contain information about what is retained or de-accessioned during the processing of each collection that has been accessioned.Retention:
PERMANENT

Disposition: PERMANENT
UWSA Library General Records UWLIB122Library Circulation Records - Patron HistoryRecords documenting the borrowing of circulating library materials by qualified patrons. This series may include but is not limited to: the name and identification of the borrower; the titles of materials borrowed; the due date; overdue and fine payment notations; and related documentation and correspondence.
This series is confidential.
Retention:
EVT + 0
EVENT=when item is returned safely to the satisfaction of circulation staff

Disposition: Destroy Confidential
UWSA Library General Records UWLIB123Library Circulation Records - Item HistoryRecords documenting the borrowing of circulating library materials by qualified patrons. This series may include but is not limited to: the titles of materials borrowed; the length of time borrowed; and related documentation and correspondence. Note these records do NOT contain information regarding the individuals who had borrowed the item.Retention:
When no longer needed for administrative purposes

Disposition: Destroy
UWSA Library General Records UWLIB124Library Overdue and Courtesy NoticesThese notices are sent to patrons to remind them to return borrowed items. Notices may be generated manually or automatically by an information system.
This series is confidential.
Retention:
EVT+0
EVENT= When item is returned, fines are paid or item is written off per library policy

Disposition: Destroy Confidential
UWSA Library General Records UWLIB125Library Transfer of Patrons Records to Collection AgenciesRecords produced after patrons fail to pay library fines or fees. Records may affect a patron’s credit rating for a period of six years; therefore, they must be retained for a time period of no less than six years.
This series is confidential
Retention:
EVT+6 years
EVENT=Date records are transferred regardless if they are eventually paid or unpaid.

Disposition: Destroy Confidential
UWSA Library General Records UWLIB126Library Patron Registration (library), User Agreement, Checkout FormsRecords related to registration of patrons, including but not limited to: user agreements regarding the use of library resources and facilities, including those for intertype library consortium users; checkout forms regarding the names of borrowed resources and due dates for their return; or the forms by which patrons request and receive inter-library loans of materials.
This series is confidential
Retention:
EVT + 2 Weeks
EVENT=Completion of Transaction or Expiration of Agreement

Disposition: Destroy Confidential
UWSA Library General Records UWLIB127Library Search / Hold / Retrieval RequestRecords created by library patrons asking library staff to find a missing item or retrieve and place a hold on an item. Record may include the name of the patron, contact information, campus ID number and bibliographic information regarding the title. This series is confidential.Retention:
EVT+0
EVENT=Keep until search / hold is resolved

Disposition: Destroy Confidential
UWSA Library General Records UWLIB128Library Resolved Search ListsCumulative list of resolved title searches for each academic year, includes only date, bibliographic information, and how the search was resolved.Retention:
EVT+1
EVENT= Academic Year

Disposition: Destroy Confidential
UWSA Library General Records UWLIB129Library Stack Management RecordsRecords created in the process of managing book and multi-media stacks. Records may include measurements of free space, shelf reading materials, shelving accuracy statistics, and other records created in the shelving and shifting of collections.Retention:
EVT + 5 years
EVENT= Academic Year

Disposition: Destroy
UWSA Library General Records UWLIB130Library Inter-lending Records Records that track the request and return of library items with other libraries through Interlibrary Loan and Universal Borrowing and similar, non-archives lending systems. The requests may be made manually, but are generally made and filled through a shared automated system. Records may include but are not limited to, requests for materials, receipts, patron signed forms, routing slips and other records creating in the borrowing and lending process. Records indicate when and where the library item was sent, when it is due back, and when it was returned. This record series is confidentialRetention:
EVT +0
EVENT=Date Item is Returned

Disposition: Destroy Confidential
UWSA Library General Records UWLIB131Library Staff Client LogRecords, typically server logs, which track employee logins to Library software, such as circulation, cataloging, or acquisitions. May contain IP number of staff computer along with staff or user id.Retention:
EVT+ 2 Weeks
EVENT=Facilitate Troubleshooting or possible abuse

Disposition: Destroy
UWSA Library General Records UWLIB132Library Application Server RecordsRecords pertaining to remote users of online Library resources. May include Proxy, EZProxy or other Web Server logs including user NetID, UW-ID, or IP number.Retention:
EVT+ 2 Weeks
EVENT=Facilitate Troubleshooting or possible abuse

Disposition: Destroy
UWSA Library General Records UWLIB133Library Patron Records and StatisticsRecords pertaining to the processing and maintenance of Library patron records and databases. May include user name, demographic data, NetID, or UW-ID.Retention:
EVT+ 2 Weeks
EVENT=Facilitate Troubleshooting or possible abuse

Disposition: Destroy
UWSA Library General Records UWLIB134Library Inter-lending Server RecordsRecords, typically server logs, pertaining to Interlibrary loan transactions that are maintained on information systems.Retention:
EVT+ 2 Weeks
EVENT=Facilitate Troubleshooting or possible abuse

Disposition: Destroy
UWSA Library General Records UWLIB135Library WebsiteThese websites may include online information about services, hours, library events and programs, links to popular reference resources, subscription databases, and provide a gateway to one or more online catalogs.Retention:
EVT + 0
EVENT= Date website information is not current or of use to the Public.

Disposition: Destroy
UWSA Library General Records UWLIB136Library NewsletterThese publications are created to inform the public and staff of events, policies, and other matters of interest to the library. They may include programming calendars, updates on
Supersede into UWIT015 Computer & Information Systems Logs
Supersede into UWADM015 Publications electronic resources, or changes in library policies. Administrative Note: A library may wish to keep duplicate newsletters as part of its historical file.
Retention:
EVT+0
EVENT= After Publication

Disposition: Transfer to UW-Madison Archives
UWSA Library General Records UWLIB137Library Programming Events FilesThese files provide information about specific library programs, events or exhibits. These files may contain a copy of materials developed for publicity and programming, and evaluation forms. They may also include contracts or purchase orders for the event, the number and distribution sites of publicity materials, and schedules. Files documenting performances and lectures may include promotional literature, printouts from performer websites, press releases, notes, permission/consent to photograph forms signed by attendees, any donation requests, correspondence, and flyers. These files may include subject files about performers in general, copies of flyers or other promotional ephemera. These records may describe a library exhibit and document the items that were used to create it. These files may include lists of materials used, any loan agreements for the exhibit materials, and dates the exhibit was shown. These records may also include photographs of library programming and events.
Libraries are encouraged to permanently keep duplicates of some of these materials in the historical file, particularly more popular events and/or activities that offer a historical perspective.
ADM. NOTE: Attendance sheets and reservations that include individuals’ names should be destroyed confidentially after compilation of statistics for compliance with Wis. Stat. § 43.30.
Retention:
EVT + 1 year
EVENT=Academic Year

Disposition: Transfer to UW-Madison Archives
UWSA Library General Records UWLIB138Library Reference Questions and Statistics These records may document the number of reference inquiries received from patrons by librarians, and may include online queries as well as questions submitted in written form to reference desks. Portions of this series may be confidential. EVT+0
EVENT=When no longer needed

Disposition: Destroy Confidential
UWSA Library General Records UWLIB139Library Bibliographic Instruction StatisticsRecords created to document the teaching of BI classes by members of the library staff. Information will include the name of the staff member, the course number and title, department, instructor and number of students present.
UWSA Library General Records UWLIB140Library HandoutsMaterials created for patron use explaining the use of databases and other bibliographic tools. Retention:
EVT+0
EVENT=When no longer needed

Disposition: Destroy
UWSA Library General Records UWLIB141Library Surveillance RecordsThese records include audio and visula recodings, which memorialize the entry, departure, and ongoing use of library facilities by patrons. Series is confidential.Retention:
CR+90 Days
CR=Creation

Disposition: Destroy Confidentially
UWSA Library General Records UWLIB142Library Security RecordsThese records consist of reports regarding unusual incidents occurring on library property. These records may include or refer to surveillance records, eye witness accounts, descriptions of damage or injury, dates, times, and nature of the incidents, along with other pertinent information. The records may also address further investigations or court proceedings.
This series is confidential
Retention:
AY+ 3 years
AY=Academic Year

Disposition: Destroy Confidential
UWSA Library General Records UWLIB143Library Accident Reports and Claims Records The Personal Injury, Property Damage Claim, or Incident Report gives details about any unexpected incidents on the library premises by non-employees. It lists the location, witnesses, person injured, type of injury or property damage, and actions to prevent reoccurrence. These records are reviewed and signed by relevant administrators. These files may include related information, such as witness statements, medical information, information from legal counsel, or subsequent claims filed by non-employees. This series is confidential.Retention:
AY+7 years
AY=Academic Year

Disposition: Destroy Confidential
UWSA Library General Records UWLIB144Library Patron Incident and Disciplinary FilesThese files document patrons who have received disciplinary action or prohibitory sanctions. They are organized by patron name, and consist of letters sent to patrons describing the unacceptable activity and the prohibitions on patron privileges. They may also contain correspondence with public safety or patron guardians. This series is confidential.Retention:
AY+ 5 Years
AY=Academic Year Last incident Involving Patron
UW-Madison School/College/Department Alumni RecordsGRS01696UW-Madison Campus School/College/Department Alumni RecordsThis record series consists of records that are held at the school/college or departmental level. They include, but are not limited to the following records:
Records concerning the university or school's relationship with its alumni. This may include but is not limited to:
• Department Alumni Directory;
• Memoranda;
• Correspondence;
• Reports;
• Publications;
• Lists of Alumni for the school, college or department;
• Correspondence materials on alumni such as address, employer names and addresses.
• Information used for promotional materials for school or college events or celebrations, some professional schools may rely on alumni files for providing required professional licensing requirements.
• The Alumni files also include clippings, publications, photographs and other memorabilia.
Note: Some of these records may also be held in the Wisconsin Alumni Association, but should be considered as independent of the campus alumni operation.
This record series contains limited information on Alumni. Due to FERPA requirements Schools and Colleges and Department are to refer to the UW-Madison GRS for Student Records to manage undergraduate and graduate student records.
Retention:
CR+50 Years
CR=Date of Creation

Disposition:
Transfer to UW-Madison Archives