Operational Related Record Schedules

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

2013 DOA Risk-Management-inc-Workers-Compensation [pdf]   Includes General Risk Management & related records; Worker’s Compensation Records; Property and Liability Related Records; Property Program Related Records;Liability Program Related Records (In Versatile see Global Level)

2014DOAFleet and AircraftRecords [pdf] Includes Fleet and Related Records Maintenance and Operations Records and Aircraft Maintenance and Operations Records.  (In Versatile see Global Level)

2010 Facilities Planning and Management Records [pdf]  Campus Planning and Landscape Architecture, Capital Planning and Development, Physical Plant, Space Management Office,Transportation Services.) (In Versatile see Company Level)

2016 FP&M Environmental Health & Safety Records [pdf]  (In Versatile see Company Level)

UW-Madison Emergency Management Records [pdf.] Includes University Response Plan; Occupant Emergency Plans; Continuity of Operation Plans; UW-Madison Police First Responders; Testing, Training and Exercises; Student, Faculty and Staff Emergency Preparedness; Preparedness for Individuals with Disabilities.

2011 UWPD Records Schedule(2016) [pdf.] -Includes Police Field Services; Communications and Dispatch; Police Field Training; Police Administration; Infrastructure Security Unit.

University Information Technology Records [pdf.] Information Technology Business – Project Related,  Computer Ongoing Operations and Technical Support, Network/Data Communications Services, Data Administration, Computer and Information Security, Notes on Back-up and Wisconsin. Administrative Rule 12  (In Versatile see the Global Level)

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

Operational Records

This table contains records related to general Risk Management and related records; Worker’s Compensation Records; Property and Liability Related Records; Property Program Related Records;Liability Program Related Records; Fleet and Related Records Maintenance and Operations Records and Aircraft Maintenance and Operations Records; Campus Planning and Landscape Architecture, Capital Planning and Development, Physical Plant, Space Management Office,Transportation Services; and Environmental Health & Safety; Emergency Management; University Police and Information Technology.
From Records ScheduleRecord Series Number aka RDA# or GRS#Records TitleRecords DescriptionRetention/Disposition
DOA Risk ManagementRISK0001RMIS Output
Reports
(Risk Management Information System)
These records include monthly or quarterly reports
which are distributed to department heads, division
administrators in state agencies and UW institutions.
Reports support program initiatives. Examples of these reports include benchmark reports.
EVT + 6 Years
EVT= Superseded
or when no longer needed

Disposition: Destroy
DOA Risk ManagementRISK0002Proposals for
Insurance Coverage
§16.865 Wis. Stats. mandates responsibility for
statewide risk management coordination. This
includes providing insurance coverage for state agencies. Records may include non-selected bids for
property, liability, and Worker’s Compensation
coverage. Successful proposals for insurance
coverage would then produce insurance contracts, which would be handled as underlined under RDAs- RISK0025 and RISK0035. Agencies that receive authorization from DOA’s- BSRM may secure coverage for specific business
purposes on their own.
Examples: Owner Controlled Insurance Program (OCIP). Insurance services for these projects are placed by private negotiation and competitive bid. Official File: Agency handling the request for bid/proposal
EVT + 7 Years
EVT= Date Bid is Closed

Disposition: Destroy
DOA Risk ManagementRISK0010Worker’s Compensation
Claims Case Files
Worker’s compensation claims filed by state and UW
System employees. These claims can be categorized as:
Medical Claims (No Lost Time):
A claim where an injured employee obtains medical treatment but does not lose more than three (3) days from work as
a result of the injury.
Lost Time Claims:
A claim where an injured employee
requires four (4) or more days off from work. Typically, claims include the same records as in
medical claims files, as well as lost time
documentation and disability payment material.
Hazardous Duties Employment Claims: A claim presented by certain occupational classes and of
hazardous nature as defined in §230.36. Wis. Stats.
Hazardous duties employment claims include the same records as those in medical claims, as well as those stated in §230.36, Wis. Stats., (hazardous
employment) documentation (e.g. hazardous duties
related positions).
Typical records may include, but are not limited to:
accident reports, medical reports, employee exposure records, certifications, payment information, medical invoices, investigation materials, subrogation files, workers compensation
claims fact sheet, medical information authorization, labor market availability restriction statement, vocational rehabilitation information, related
correspondence and other related forms.
This information is also entered into the Department
of Administration’s Risk Management Information
System (RMIS). This system is managed by DOA’s
Bureau of State Risk Management. The information entered in the system originates from the official paper files related to medical claims (no lost time),
lost time claims, and hazardous employment claims
and includes: claim number, name, address, social
security number, date of birth, type of claim, agency
identification code, location of claim, cause of claim,
result of injury, payment histories, etc. All agencies
and UW-System have access to this database. This record series covers the electronic data in the RMIS and the paper files kept at the agencies and the UW-System.
Records covered by Wis.Stat. 102.33
EVT + 30 Years
EVT= Date Claim is
Closed

Disposition: Destroy Confidential
DOA Risk ManagementRISK0011State Government
Workers
Compensation
Guidelines,
Procedures, Policies
and Other Related Records
Records include Workers Compensation program guidelines, procedures, policies and other related
records for managing workers compensation claims
per Chapter 102 Wis. Stats.
EVT + 7 Years
EVT= Superseded

Disposition: Destroy
DOA Risk ManagementRISK0015Property and Liability General CorrespondenceGeneral correspondence relating to ongoing
administration/management of state self-funded property and liability programs is generated under
§16.865, §20.865 (f) (fm) (dm) Wis. Stats.
Records may include letters and memos relating to all aspects of state risk management property and
liability programs. Examples include Van Driver Training records and applications; Driver Abstract reviews and findings shared with agency staff.
NOTE: Files contained in this records series represent materials that are NOT contained in the Property and/or Liability Claim Files RDAs: RISK0026 & RISK0036
EVT + 5 Years
EVT= Closure of Specific Issue Addressed by the
Correspondence

Disposition: Destroy
DOA Risk ManagementRISK0016State Government
Property & Liability
Guidelines,
Procedures, Policies
and Other Related
Records
Records include property and liability program guidelines, procedures, policies and other related
records for managing property and liability claims per §16.865, 20.865, 896.82 and 895.46 Wis. Stats.
Examples: delegations agreements, Property and Liability Manual.
EVT + 7 Years
EVT= Superseded

Disposition: Destroy
DOA Risk ManagementRISK0017Statewide Premium
Process & Documentation
Annually, the Bureau of State Risk Management
under authority of §16.865, and §20.865 (1) (f) Wis. Stats., develops fiscal year premium documents
which support the State Risk Management Program. This process reviews both the exposure and the
experience of state agencies and incorporates this
information into the development of state agency premiums. The premiums generated pay liability, worker’s compensation and property claims and
maintain the administrative functions of the
program. This record series may include documents comprised
of building values and content inventories. It also
includes RMIS reports generated to support the agency’s related experience over time, written
documentation explaining the purpose and process
of the premium function. Official copy is at DOA. All state agencies maintain background information.
Wisbuild inventory reports, RMIS reports, agency summary documents.
NOTE: Museums records risk insurance is covered under this RDA. Works of art valuations and inventory lists are kept by the agencies that have these records.
EVT + 20 Years
EVT= Date of Document Creation

Disposition: Destroy Confidential
DOA Risk ManagementRISK0025Property Insurance
Policies (General & Excess)
Pursuant to §16.865(5) Wis. Stats., the Department
of Administration Bureau of State Risk Management
(BSRM) is responsible to arrange appropriate
insurance contracts for the transfer of risk of loss on
the part of the state or its employees to the extent
such loss cannot reasonably be assumed by individual
agencies or self-funded programs. Agencies that
receive authorization from BSRM may secure
coverage for specific business purposes on their own.
This file may include the original copy of the policy,
endorsements to the policy, list of carriers, coverage
limits and premiums.
NOTE; Official record is kept at the originating agency.
EVT + 30 Years
EVT= Policy Effective
Date

Disposition: Destroy
DOA Risk ManagementRISK0026Property Claim Files§16.865 Wis. Stats., mandates responsibility for
statewide risk management coordination including
managing the statewide self-funded property
program.
Claim files may include accident/property loss
reports, investigative reports, evidential documents
such as photographs, payment vouchers and any
related correspondence. These records represent
the official property claim files.
EVT + 5 Years
EVT= Date Claim is Closed

Disposition: Destroy Confidential
DOA Risk ManagementRISK0028Property Incident
and Denial Reports
– No Claim Filed
Incident and denial files may include accident reports, damage reports, repair orders, estimates,
adjuster claim reports and other investigative
materials. No claim was generated and no payment was made.
EVT + 5 Years
EVT= Date of
Incident

Disposition: Destroy Confidential
DOA Risk ManagementRISK0035Liability Insurance
Policies (General,
and Excess)
Pursuant to §16.865(5) Wis. Stats., the Department
of Administration Bureau of State Risk Management (BSRM) is responsible to arrange appropriate
insurance contracts for the transfer of risk of loss on
the part of the state or its employees to the extent such loss cannot reasonably be assumed by individual agencies or self-funded programs. Agencies that receive authorization from BSRM may secure
coverage for specific business purposes on their own. This file may include the original copy of the policy, endorsements to the policy, list of carriers, coverage
limits and premiums.
Note: copies may be kept at the agency or at DOA BSRM.
EVT + 75 Years
EVT= Policy Effective
Date

Disposition: Destroy
DOA Risk ManagementRISK0036Liability Claim Files§16.865 Wis. Stats., mandates responsibility for
statewide risk management coordination including managing the statewide self-funded liability program. Claim files may include normal liability claims and
claims involving a minor or a structured settlement.
In cases where a minor is involved, records must be
retained for 11 years after the minor reaches age 18.
For structured settlements, records must be kept for
11 years after the structure is paid off.
Documents include accident reports, damage reports, repair orders, estimates, adjuster claim reports and release of all claims. Payment letters and
photocopies of checks are also included.
These records are covered under Wis Stat 146.8 and Wis Stat 51.30
EVT + 1 Years
EVT= Date Claim is Closed (For Normal Liability Claims)

OR

Date Minor Turns 18
(Claims Involving a Minor)

OR

Date Structured Settlement is Paid Off (Structured Settlement Claims)

Disposition: Destroy Confidential
DOA Risk ManagementRISK0038Liability Incident
and Denial
Documentation –
No Claim Filed
Incident and denial files may include accident reports, damage reports, repair orders, estimates, adjuster claim reports and other investigative
materials. No claim was generated and no payment was made.
NOTE: There is a potential that a claim may be filed many years later.
EVT + 11 Years
EVT= Date of Incident

Disposition: Destroy Confidential
DOA Fleet and AircraftFLEET002State Motor
Vehicle Related
Subject and
Project Files
Various subject and project files related to
fleet and motor vehicle operations including
the state van pool program. This is a catch-all
category intended to cover motor vehicle
related records not covered by separately
identified series in this schedule.
FIS + 4 Years
FIS= End of fiscal
year of the
close date of
subject or
project file

Disposition: Destroy
DOA Fleet and AircraftFLEET004Ride Share
Program Files
The Ride Share program matches drivers and
riders that are interested in car- pooling. The
program is authorized by Wis. Stat. 85.24.
Records include lists of current car pool
members, people interested in driving others,
people interested in driving with others, the
location where these individuals live and
where they commute to work. Wis. Stat.
85.24 (4) identifies specific information
related to ride-sharing that must be kept
confidential.
FIS + 4 Years
FIS= End of fiscal
year based
on date on
document

Disposition: Destroy Confidential
DOA Fleet and AircraftFLEET009Motor Vehicle
Maintenance
Records
Records documenting service and repair
orders to motor vehicles. These records
normally include maintenance orders, logs,
fiscal documents, such as requisitions or
purchase orders for parts or services, vehicle
warranties, operation and repair manuals and
parts lists. Includes information on
maintenance performed both by outside
contractors and state staff. Also includes
supplies and parts disbursed for each vehicle.
Note: Fuel purchases via state issued fuel
cards for both assigned and pool cars are
submitted monthly to the agency accounting
office. These records are covered in the Fiscal
and Accounting GRS under RDA 90000021.
EVT + 1 Years
EVT= Date the
vehicle is
disposed

Disposition: Destroy
DOA Fleet and AircraftFLEET012 Motor Vehicle
Control and
Assignment
Records
These records document agency assignments
of motor vehicles to employees. The records
also document motor vehicle use and
assignment of license plates to specific
vehicles. Includes completed documentation
on reservations for pool cars, individual trips,
driver profiles, check-in and checkout logs.
This information is typically covered in
completed vehicle use agreements
(DOA#3103); pool car requisitions and nonavailability
slips, or equivalents.
EVT + 1 Years
EVT= Date the
vehicle is
disposed

Disposition: Destroy
DOA Fleet and AircraftFLEET013Motor Vehicle
Cost Accounting
Records
This series provides detailed data relating to
costs and expenses associated with each
vehicle from purchase through disposal.
EVT + 1 Years
EVT= Date the
vehicle is
disposed

Disposition: Destroy
DOA Fleet and AircraftFLEET015Program Related
Records Relating
to Gasohol,
Alternative Fuels
and Hybrid/and
or Electric
Vehicles
Records relating to responsibilities on
gasohol, alternative fuels, and hybridelectronic
vehicles as outlined in Wis. Stat.
16.045.
FIS + 4 Years
FIS= End of the
fiscal based
on the date
on the
document

Disposition: Destroy
DOA Fleet and AircraftFLEET016Fleet Operations
Reports to
Governor and
Joint Finance
Committee (JFC)
Reports as mandated by Wis. Stat. 16.04 (1M)
when requested by the Governor or Joint
Finance Committee on details of all costs
associated with fleet operations.
EVT + 4 Years
EVT= Date of final report
submittal

Disposition: Transfer to State Archives
Fleet and AircraftFLEET017Fleet Manager
Reviews of
Vehicle Usage
Reports required semi-annually by Wis. Stat.
16.04 (3) on state agency vehicle usage.
EVT + 4 Years
EVT= date of final report
submittal

Disposition: Destroy
DOA Fleet and AircraftFLEET018Motor Vehicle
Operator Records
Records relate to individual employee
operation of state-owned vehicles, including
driver tests, special restrictions, authorization
to use, safe driving awards and related
correspondence. Includes complaints about
drivers and agency follow-up.
Operator is defined as an employee,
authorized student or, contractor or other
authorized person.
EVT + 1 Years
EVT= Date the
operator
separates
from state
service

Disposition: Destroy
DOA Fleet and AircraftFLEET019Global Positioning
System (GPS)
Related Vehicle
Tracking
Information
Information on where (location) and when
(time) vehicles travel to for vehicles equipped
with GPS tracking devices.
CR + 1 Years
CR= Date of
report
generation

Disposition: Destroy
DOA Fleet and AircraftFLEET030 Routine Aircraft
Operations
Records that pertain to the day-to-day
operation of aircraft by state agencies.
Included are records documenting
departures, takeoffs, destinations, passengers
on board, requests for flights, flight orders,
aircraft flight logs, flight plans and similar
records.
CR + 5 Years
CR= Date of Flight

Disposition: Destroy
DOA Fleet and AircraftFLEET031General Aircraft
Maintenance and
Modifications
Records
Records relating to fleet-wide general
maintenance activities, modifications, or
improvements designed to meet programmed
requirements (as opposed to maintenance
activities performed on a specific aircraft; see
Fleet032 for records relating to maintenance
activities involving specific aircraft). Included
are records related to servicing,
manufacturing, rebuilding and testing of
equipment and classifying the condition
status of material, information that pertains
to aircraft maintenance, and overhaul and rework projects as well as information
pertaining to aircraft, aircraft components,
engines, propellers, instruments, accessories,
and their maintenance. Also included in this
category are maintenance manuals for aircraft
that have been customized from the standard
production model design in order to meet
agency-specific needs or manuals that have
been annotated and are different from those
issued by the manufacturer. Additionally, this
category includes preventive maintenance
records; aircraft inventories that account for
the aircraft held by, or assigned to, an agency
, and bulletins that direct a one-time
inspection to determine whether a given
condition exists and specify what action
should be/has been taken.
EVT + 6 Years
EVT= date of
aircraft
disposal or
clearance of
related
equipment

Disposition: Destroy
DOA Fleet and AircraftFLEET032Individual Aircraft
Maintenance and
Airframe
Modification
Records
Records relating to maintenance activities
performed on specific aircraft. Included are
aircraft logbooks, aircraft engine records,
inspection and maintenance records,
preventive maintenance inspections,
diagnostic checkouts, spot check inspections,
and maintenance requests. Also included are
records relating to configuration change to a
specific aircraft that are a material change,
modification, or an alteration in the
characteristics of the equipment.
EVT + 6 Years
EVT= date of
aircraft disposal or
clearance of
related
equipment

Disposition: Destroy
DOA Fleet and AircraftFLEET033Records Required
for
Accident/ Incident
Reports
Records requested by authorities conducting
the investigation of accidents/incidents
involving aircraft used by state agencies,
including leased aircraft used by state
agencies.
EVT + 1 Years
EVT= investigation
completion
date or preparation
of the required
report

Disposition: Destroy
DOA Fleet and AircraftFLEET034Pilot RecordsThe FAA mandates that all employers of pilots
provide them with all records pertaining to
the
Individual’s performance as a pilot: their
training, qualifications, proficiency and
professional competence, including
comments made by evaluators. Also any
disciplinary action or release of employment
documents. This information must be
maintained by commercial operators for at
least one year after employment termination.
EVT + 5 Years
EVT= termination
of pilot
employment

Disposition: Destroy Confidentially
UW-Madison Facility Planning AdministrationFPM0001Strategic/Business/Operational
Plans related to Facilities
Consultant or UWMadison
prepared plans
related to UW Facilities.
EVT + 6 years
EVT = Plan

Completion
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW-Madison Archives
UW-Madison Facility Planning AdministrationFPM0002Critical Incident Management Plan
and Related Documents
Critical incident
management plans, local
site security plans,
facility disaster recovery
plan or business
resumption plan or
similar documents
Superseded + 1
year

Copies: Destroy
when no longer
needed, but do not
keep longer than the original.

Disposition: Destroy Confidential
UW-Madison Facility Planning AdministrationFPM0003Meeting Minutes - Shared
Governance Committees staffed by
FP&M (Ch. 6 Faculty Policies) and
Design Review Board minutes
Committee meeting
minutes: Campus
Planning Committee
(CPC), Campus
Transportation
Committee (CTC), Space
and Remodeling Policies
Committee (SRPC),
Lakeshore Nature
Preserve Committee,
Minutes of the Design
Review Board. Includes
design concepts from
A/E firms, record of
discussion.
CR + 15 years
CR= Date created

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW-Madison Archives
UW-Madison Facility Planning AdministrationFPM0004UW-Madison Campus Master PlansLong range planning
documents for UWMadison
Campus
EVT + 5 years
EVENT= Retain
current plan for the
life of the
Structure(until
razed for facility
sold)

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW-Madison Archives
UW-Madison Facility Planning AdministrationFPM0005UW-Madison
School/College/Division Master
Plans
Long range planning
documents for individual
Departments on UWMadison
Campus.
EVT + 5 years
EVENT= Retain
current plan for the
life of the
Structure(until
razed for facility
sold)

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW-Madison Archives
UW-Madison Facility Planning AdministrationFPM0006UW-Madison Six Year Master Plan -
Copy
Records included are
Official and amended
plans for UW-Madison
Campus.
EVT + 5 years
EVENT= Current
plan is retained for
the life of the
Structure (until
razed for facility
sold)

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Transfer to UW-Madison Archives
UW-Madison Facility Planning AdministrationFPM0007Cultural Resource ReviewArchaeological
& Historic site case
file. This series is used if a known
archaeological site is present or if an
archaeological survey has been
conducted to check for
archaeological remains.
Records in this series
may include
Archaeological survey
reports, Information on
documented
archaeological sites,
Information on
documented historic
structures.
EVT + 10 years
EVENT= After the
property or site is
transferred or sold

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW-Madison Archives
UW-Madison Facility Planning AdministrationFPM0008Building Permits and Approvals -
Copy
This series contains
information about
building permits and
approvals including
zoning approvals as well
as Environmental Impact
Assessments and
Environmental Impact
Statements.
The record copy of the
permits and approvals
are held by the granting
authority. The EIA/EIS
will be filed with the
project.
• Permits and
Approvals include:
Building Permits,
Approvals Zoning,
Environmental,
Federal and City)
• EIA/EIS
EVT + 10 years
EVENT= Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential the
Building Permits
and Approvals.

Transfer to UW
Archives
the EIA/EIS and a
copy to FP&M
Library
UW-Madison Facility Planning AdministrationFPM0009American with Disabilities Act
Facility Review (ADA) Records
Records of inspections,
investigation, and
reports regarding ADA
compliance related to
Facilities and Structures.
EVT + 5 years
EVENT= Retain
current plan for the
life of the Structure
(until razed for
facility sold)

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy Confidential
UW-Madison Facility Planning AdministrationFPM0010Percent for Art Percent for Art records:
Studies, Meetings,
Preliminary Information,
Final Selection Slides and
other Documentation.
This process is managed
by the State Arts Board
with review artist
submissions and either
commission’s artwork or
purchases art for the
building.

State Arts Board
Wisconsin Arts Board
Percent Art Program
Project. One quarter of
one percent (0.25%) of a
project budget that is
required for the State of
Wisconsin Arts Board
Percent Art Program.
Projects currently
excluded from this
requirement are utility
projects and parking
ramps.
EVT + 10 years
EVENT=
Decommissioning
the Art

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW-Madison Archives
UW-Madison Facility Planning AdministrationFPM0011Environmental Assessment and Impact statements.Official Copies of
environmental
assessments, impact
statements and related
documentation related
to UW-Madison
Construction projects.
This record series may
include:
-Environmental
Assessment reports and
drafts.
-Environmental impact
statements (draft &
final)
-Legal notices -
Comments from the
public, DNR and others
related correspondence
and supporting doc. (Air
discharge permits, air
quality reports, storm
water permits, waste
water discharge permits,
water quality reports,
reports of violation and
non-compliance)
Kept in compliance with
the Wisc. Environmental
Policy Act of 1972
EVT + 6 years
EVENT= After the
property or site is
transferred or sold

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW-Madison Archives
UW-Madison Facility Planning AdministrationFPM0012UW Campus Capitol Budget Request
- Copies
Capitol Budget Requests
records
EVT + 6 years
EVENT= After the
property or site is
transferred or sold

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy Confidential
UW-Madison Facility Planning AdministrationFPM0013Pre-Enumeration and ApprovalsThis series contains
background information
and analysis of the
existing site conditions.
This may include
vehicular and pedestrian
traffic patterns, service
requirements and zoning
issues. Existing
conditions may require
studies
(e.g. archeological) , if so,
the final report is
included in this series.
EVT + 10 years
EVENT=
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition:
Destroy:
Presentations,
Meeting notes
Correspondence

Transfer to UW
Archives:
Site investigation
Studies/Existing
condition records,
Maps,
Plot plans and
Photographs
UW-Madison Facility Planning AdministrationFPM0014A/E Request ProcessThis series contains
documents including the
Issue Statements
developed by
schools/colleges to
document physical
planning needs.
Following further
analysis, the Issue
Statements are
developed into Project
Request Documents
(PRD) which are
reviewed by the Campus
Planning Committee as
projects are prioritized
and advanced for
enumeration in the
capital budget. A/E
selection documents
(submittals) detail the
qualifications of the
architectural/engineering
firms competing for the
project,
The A/E contract/Notice
to Proceed file Identifies
the selected
architectural/engineering
firm, indicates the
contract amount, and
date work may begin on the project.
Series includes:
User Requirements /
Issue statements/PRDs
A/E Selection
A/E Contract/Notice to
Proceed.
EVT + 10 years
EVENT=
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition:
Destroy Confidential:
A/E Selection

Transfer to UW
Archives:
User
Requirements
Issue
Statements
PRD
A/E
Contract/Notice
to Proceed
UW-Madison Facility Planning AdministrationFPM0015Programing /Concept - 10% recordsAn architect or
engineering firm is
retained to perform
planning and design
work associated with
each building project.
Programing/Concept -
10% includes the
following:
Design Requirements
and Space Summaries,
Laws and Regulations
(Project Related),
Benchmarking,
Meeting Notes,
Reports/Program,
Correspondence,
Sketches, Drawings,
Layout, 10% Review
Comments
EVT + 10 years
EVENT=
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition:
Transfer to UW
Archives:
Reports / Program

Destroy Confidential:
Design
Requirements,
Project related
Laws &
Regulations
documentation
Benchmarking
records
Meeting notes
Correspondence
Sketches,
Drawings, Layout
10% Review
Comments
UW-Madison Facility Planning AdministrationFPM0016Design Development Report - 35%
records. Construction Documents
This series initiates the
second step in the
preparation process and
includes further
development of the design. The Design
Report provides
information on how the
design concept respond
to the programmatic
requirement, details
design goals and
assumptions for the
project and summarized
the building systems
(exterior building
envelope, interior
construction, structural,
mechanical, plumbing,
electrical systems.)
Preliminary small scale
plans and elevations of
the building may also be
included. The agency
request is a document
submitted to the Board
of Regents and State
Building Commission to
request action on the
project.
The Design Report
Design Development-
35% includes the
following:
Design Reports which
includes latest indicated
Cost (LIC)=/budget
worksheet,
Construction Reports
Meeting notes,
Reports,
Correspondence, Sketches, Drawings,
Layout, 35% Review
Comments, Value
Engineering, Agency
Request
EVT + 10 years
EVENT=
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition:
Transfer to UW
Archives:
Design Reports
which includes
latest indicated Cost (LIC) .=/
budget
worksheet,
Construction
Reports
Agency Request

Destroy
Confidential:
Meeting notes
Reports
Correspondence
Sketches,
Drawings, Layout
35% Review
Comments
Value Engineering
UW-Madison Facility Planning AdministrationFPM0017Bidding RecordsThis series contains
information about the
bidding processes in
which the construction
documents are given to
contractors for bidding.
The bid tabulation
indicated all contractors
bidding on the project
and the submitted bids.
An agency request is
generated if additional
funds are required to
proceed with the project.
This record series
includes:
Bid Tabulation,
Bid Addendum,
Value Engineering,
Agency request.
EVT + 10 years
EVENT=
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition:
Transfer to
Archives:
Bid Tabulation
Agency Request

Destroy
Confidential: Bid
Addendum
Value Engineering
UW-Madison Facility Planning AdministrationFPM0018Construction Project FileAll documents related to
a construction project
includes design and
construction contracts.
Proposed and approved
amendments to all
contracts. It also contains information on the
Bidding Phase plans and
specifications. Details on
materials used on each
construction project
status reports by UW
staff who supervise
construction. Concerns
of future tenants of the
facility and other related
documents.
Construction Project File
includes:
Contracts/Notice to
Proceed, DSF Budget
Letters/Cost Estimates,
Safety File, Invoices/pay
requests WisBuild
Tracking, Construction
Progress Meetings,
Construction Phase
Schedule, Field Reports
and Photos,
Correspondence,
Shop Drawings and
Sketches/Method
Statements, Samples
and Approvals of
Materials and
Equipment, Punch List,
Testing and
Commissioning.
Retention:
EVT + 10 years
EVENT=
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to
Archives:
Contracts/notice
to proceed,
DSF Budget
Letter/Cost
Estimates, Construction
phase schedule,
Field reports &
photos,
Shop drawings
and
Sketches/Method
statement,
Testing and
Commissioning
records.

Destroy
Confidential:
Safety file,
Invoices/pay
requests
UW-Madison Facility Planning AdministrationFPM0019As-Built Plans and Original Building
Drawings for completed
Construction Projects
Sustainability (LEED)
records include
Sustainability,
Concept/Design, LEED Tracking Worksheets,
Submittals
Retention:
EVT + 10 years
EVENT=
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition:
Transfer to
Archives:
Sustainability
Concept/Design records
Submittals

Destroy
Confidential:
Leed Tracking
Worksheets
UW-Madison Facility Planning AdministrationFPM0020As-Built Plans and Original Building
Drawings for completed
Construction Projects
Final as-built plans and
original building
drawings for UWMadison-owned

facilities.
This Record Series
includes:
Architectural plans,
Site plans,
Elevations,
Section and details as
well as all plans and
details required for the
associated systems
(structural, mechanical,
electrical, plumbing).
Design specifications
detail the standards for
materials, equipment,
finishes included in the
project.
EVT + 10 years
EVENT=
Substantial
Completion and
Transfer to
Physical plant

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to Physical plant
UW-Madison Facility Planning AdministrationFPM0021Equipment - Moveable and FixedThis series contains
Moveable Equipment.
The specifications and
purchasing
authorizations for the
building moveable
equipment and furniture.
Examples include:
Custodial equipment,
Fire Extinguishers,
Scientific Equipment,
Office furniture.
This records series also
includes:
Requisitions Internal,
Requisitions External,
Latest indicated Cost
(LIC) / Budget worksheet.
Design Specifications.
The series also contains
Fixed Equipment that
cannot be moved such as
biosafety cabinets, fume
hoods, and lockers.
Records in this series
are:
A/V equipment,
Food Service Equipment,
Lab Equipment,
Medical
Athletic,
Mailroom,
Way Finding Signage,
Specialty equipment.
EVT + 10 years
EVENT=
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
UW-Madison Facility Planning AdministrationFPM0022Occupancy & CloseoutThis series documents
the transfer of building
manuals and drawings to
the Physical plant. The
actual Operation and
Maintenance (O&M)
manuals are transmitted
to the Physical Plant
upon receipt from the
contractor. The Letter of
Substantial Completion
/Acceptance is copied to
Physical Plan upon
receipt. A copy is filed
with the project files.
The Post Occupancy
Evaluation is a survey
from completed by the
building occupants
following occupancy.
Letter of substantial
completion and post
occupancy evaluation.
Disposition:
Transfer to UW
Archives:
Substantial
Completion
Letter/Acceptance
and the Post
Occupancy
Evaluation

Destroy:
O& M and Record
Drawing
Transmittals and
Owner Training
UW-Madison Facility Planning AdministrationFPM0040Security and Access ControlThis series contains
information about
security and access to buildings.
EVT+ 10 years
EVT= Date of
Substantial
Completion

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0041Application and Permit for Use of FacilitiesThis Series includes
documents requesting
use of facilities or
grounds for special
events
EVT+ 3 years
EVT= Completion
of report or
inspection.

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0042Facility Maintenance Work Orders
and Logs
Includes series includes
requests for services
from physical plant shops
EVT+ 3 years
EVT= Completion
of report or
inspection.

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0043Physical Plan Utility Project FilesThis Series documents
extend services (chilled
water, steam, electrical,
sewer) services to
University buildings or
involve the addition or
modification of
University power plants.
EVT+ 5 years
EVT= Retain
current plan for the
life of the
Structure(until
razed for facility
sold)

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0044Building Maintenance/Management
- Custodial Records
Documents the
supervision of custodial
activities including but
not limited to
assignment, work
responsibilities,
checklists, inspection
records, reports and
other related records
except fiscal and payroll.
Retention:
EVT+ 3 years
EVT= Completion
of report or
inspection

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0045Building Maintenance/Management
- Grounds keeping Records
Snow management
records, sand and salt
usage, amount of
equipment used,
summary of snow events
Retention:
CR+ 30 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0046Building Maintenance/Management
- Salt/ Sand Inventory
Inventory of sand/salt
amount stored on site
CR+ 5 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0047Building Maintenance/Management
- Weigh Slip Records
Documents the weight
slips for deliveries to
landfills.
EVT+ 5 years
EVT= Closure of
Landfill

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0048Building Maintenance/Management
- Waste and Recycling Records
Documents the recycling
paper weight receipts
CR + 1 years
CR= Date of
Creation
Copies: Destroy
when no longer
needed, but do not
keep longer than the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0049Building Maintenance/Management
- Waste and Recycling Records
Documents the weight
records for disposal of
Sharps
CR + 7 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0050Building Maintenance/Management
- Campus Services
Documents the delivery
of tradespeople to work
sites, records the rental
of tables and chairs for events
CR + 1 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0051Building Maintenance/Equipment
Repair and Service Records
Documents the
installation,
maintenance, service
history of both building
installed equipment and
equipment commonly
used to maintain facility.
EVT + 1 years
EVT= Life of the
Equipment.

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0052Building Maintenance/ Warranty
Records
Documents the
manufacturer's/vendors
warranty to replace and
or/repair defective
materials or equipment
EVT + 1 years
EVT= Warranty
Expiration

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0053Equipment Maintenance -
Maintenance Report
Documents the status of equipment in use.CR + 1 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0054Equipment Maintenance - Technical
Reference and Maintenance
Publications
Collection of technical
reference materials used
to maintain, supply and
repair equipment.
Includes Operations &
Maintenance (O&M)
manuals associated with
capital building projects.
EVT
EVT= Life of the
Asset or Equipment

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0055Physical Plant Monitoring and
Inspection Records
Records documenting
the operation of all
facets of facilities - HVAC,
plumbing, mechanical,
electrical, structural and
special monitoring of
building components.
CR+ 6 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than the original

Disposition: Destroy
UW-Madison Facility Planning AdministrationFPM0056Facility Related Check In/Out
Records
Documentation of sign-in
and sign-out of UW-Madison
equipment
CR+ 3 months
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
UW-Madison Facility Planning AdministrationFPM0057Fuel Use/Power Created and related
records
Data and records related
to reports on coal,
natural gas and other
fuels used. Output
reports on steam, chilled
water and electricity
produced.
CR+ 6 Years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
UW-Madison Facility Planning AdministrationFPM0058Chemical Application Records -
Pesticide/herbicide Use
Records that document
the application of
chemicals (pesticides and
herbicides) with
potential long term
health consequences
such as Lawn Fertilizer
EVT+ 3 Years
EVT= Date of the
Application of the
Chemical

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0059Construction Project DocumentsIncludes construction
drawings/specifications
for remodeling and
renovation work as well
as construction projects
not developed as part of
the capital building
process. Documents
related to project scope,
budget and schedule are
included in this series.
Shop Drawings &
Sketches/method Statement and the
Testing and
Commissioning records
to the physical plan
which were transferred
to the physical plant
upon Substantial
Completion.
EVT+ 5 Years
EVT= Retain
current plan for
the life of the
Structure(until
razed for facility
sold)

Copies: Destroy
when no longer needed, but do not
keep longer than
the original.

Disposition: Transfer to UW Archives
UW-Madison Facility Planning AdministrationFPM0060Space Allocation and Project
Planning records
Space Allocation plans
and related
documentation which
may include but not
limited to final requests,
working papers such as
budgets, project plans,
space estimates,
justifications,
specification, project
quotes, floor layouts and
other supporting
documentation
EVT+ 10 Years
EVT= Space
Vacated or
Planning
Documents
Superseded

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW Archives
UW-Madison Facility Planning AdministrationFPM0061Acquisition or Sale of UW-Madison
Facilities and or Land.
Records in included in this series are appraisals and valuation for UW-Madison facilities and or Land.EVT
EVT= UW-Madison
plans or sells either
facilities and or
land assets

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW Archives
UW-Madison Facility Planning AdministrationFPM0062Receipt by Gift of Facilities and or
Land to UW-Madison (case file)
Land or buildings are
being gifted to UW-Madison
EVT
EVT= UW-Madison
plans or sells either
facilities and or
land assets

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW Archives
UW-Madison Facility Planning AdministrationFPM0063Copy - Land Titles, Conveyances and
Easements -
Documentation for UW-Madison
owned lands –
copy
EVT
EVT= UW-Madison
plans or sells either
facilities and or
land assets

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Transfer to UW Archives
UW-Madison Facility Planning AdministrationFPM0064Land Lease/ContractLeases of Land (Regent
Leases)/legal contract
EVT+ 6 years
EVT= End of Lease

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
UW-Madison Facility Planning AdministrationFPM0065Parking Permit Assignments/ Bus
Passes
Documentation
maintained of
assignment of parking spaces and Bus Passes. (Includes Customer ID #, Customer Name, License
Plate #, Permit # and
Citation #)
EVT+ 5 years
EVT= Customer
File Terminated

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0066Parking Permit Renewal FormsAutomatic payment from payroll system. (Includes auto-deduction agreement and
application- data entered into parking computer application)
EVT+ 5 years
EVT= Customer
File Terminated

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0067Applications:
a. Parking Permits - "Wait List"
b. Parking Permits Application &
Receipts
Documentation of
waitlist for assigned
parking spaces and
parking permits
applications and receipts.
EVT+ 2 years
EVT= Permit Year
(Permit Year =
Sept - Aug)

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
Facility Planning AdministrationFPM0068Payroll Adjustments - (Bus Passes,
Permits, Citation payments)
Adjustment forms when there is a refund or additional deduction to payrollEVT+ 5 years
EVT= Customer
File Terminated

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0069Parking Citations and related
records
Parking Citations issued
and related records
CR + 2 Years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0070Impound Records/ Tow ReceiptsTow company receipts
and prior damage forms
CR + 5 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0071Incident ReportsProperty damage,
injuries, lost property,
irate customer etc.
CR + 5 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0072Parking Permit/Citation Bond
Deposits
FLEX payments within software application and
paper invoice payment coupon
CR + 1 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0073Parking Permits- Lost or Stolen
Reports
Reports on permits that
are declared lost or
stolen by a customer.
CR + 1 years
CR= Date of
Creation

Copies: Destroy
when no longer needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0074Service Requests : Field
Maintenance Operations - Work
Orders
Requests to perform
maintenance work or
new installations on
campus parking areas.
EVT
EVT= Life of the
Asset

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0075Gate Access Control SystemRequests to perform
maintenance work or
new installations on
campus parking areas.
CR + 5 years
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0076Validated or Paid Parking TicketsMachined issued tickets showing parking time
duration Validation of Tickets are source
documentation for
monthly bill to
departments. Paid on exit or validate before leaving.
CR + 6 Months
CR= Date of
Creation

Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.

Disposition: Destroy
Confidential
UW-Madison Facility Planning AdministrationFPM0077Unused Parking Hang Tags or
Permits
This record series
consists of unused parking hang
tags/permits which were never used. Unused parking hangtags or permits are kept to document that all that were produced are accounted for in the audit process.
FY + 3 Years
FY = Fiscal Year

Copies: Destroy
when no longer
need, but not
longer than the
Originals.

Disposition: Destroy
Environmental Health and SafetyEHS0001Safety Data Sheets (SDS) These records are kept in accordance with OSHA requirements to maintain Safety Data Sheets which are provided by manufacturers and importers of hazardous chemicals.EVT+ 30 years
EVT= Date upon which the employer last received the toxic substance in the workplace.

29 CFR§ 1910.1200
Wis. Stat.§
101.583(1)(a)

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0002Toxic Substance/ Hazardous Material Information ListThis records series consist of surveys provided to employee or former employee with information regarding what chemicals they worked with in the past. This allows an employee and medical practitioner to assess the impact of chemical exposure in the past on an employee's current health. Includes the Right to Know Survey.EVT+ 30 years
EVT= Date upon which the employer last received the toxic substance in the workplace.

29 CFR§ 1910.1200
Wis. Stat.§
101.583(1)(a)

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0003EHS - Internal Workplace Safety InspectionsIncludes safety inspections, audits, surveys or reviews of the workplace initiated or contracted by UW-Madison.EVT+ 7 years
EVT= Date of Report

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0004EHS - Compliance Workplace Safety InspectionsSafety inspections, audits, department orders and surveys or reviews of the workplace performed by an outside compliance agency such as OSHA or the Department of Safety and Professional Services.

Includes citations and notifications of penalties, results of investigations, Modification Abatement Plan requests, and final Abatement Plan documentation.
EVT+ 7 years
EVT= Date of Resolution or Compliance Plan

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0005industrial and Chemical Hygiene Plans and Supporting Documents and ReportsIncludes control measures that protect employees from chemical, physical and/or biological stressors, such as noise, chemical exposures, excessive temperatures, dusts, mists, and vapors, and air quality evaluations/ results.EVT+ 30 years
EVT= Date of Report

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0006EHS - General Safety Reports, Issues, Complaints and inquiries Received/Generated by Safety StaffIncluded in the file are responses to all inquiries and noted follow-up steps, if any, to correct any noted deficiencies.

Also includes periodic reports concerning agency safety activities, including minutes of monthly safety meetings. May include Safety Committee inquiries.
EVT+ 3 years
EVT= Date of Resolution

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0007EHS - Air Compliance RecordsRecords documenting compliance with air permits and area source regulations. May include permit documents, measurements and performance tests, monitoring data, calibration checks, emission test results, and supporting documents and data and other documents relating to air programs.EVT+ 7 years
EVT= Date Document is Superseded

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0008EHS - Hazardous Waste Manifests with related Transportation and Disposal RecordsRecords series includes documents related to potential liability associated with sending waste for disposal.

Includes uniform hazardous waste and non-hazardous special waste manifests, land disposal restriction forms, medical waste manifests, non-hazardous manifests, non-hazardous bills-of-lading, and certificate of receipt/ destruction, waste site audits Biennial Report and Exception Report and other related records supporting potential site liability issues for disposal sites.
EVT+ 3 years
EVT= Date receipt of a signed copy from the designated facility which received the waste. This signed copy must be retained for at least three years from the date the waste was accepted by the initial transporter.
40 CFR § 262.40
40 CFR § 262.57

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0009EHS - Hazardous Materials Shipping PapersRecords documenting compliance with shipping papers used to offer hazardous material other than waste in accordance with 49 CFR§ l72.201(e) (USDOT).

Retention and Recordkeeping. Each person who provides a shipping paper must retain a copy of the shipping paper required by y 49 CFR§ 172.200(a), or an electronic image thereof, that is accessible at or through its principal place of business and must make the shipping paper available, upon request, to an authorized official of a Federal, State, or local government agency at reasonable times and locations.

49CFR§ 172.202
EVT+ 3 years
EVT= Date that material was Accepted by the Carrier

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0010EHS - PCB (Polychlorinated Biphenyl) RecordsIncludes PCB annual logs, PCB concentration logs, annual records, on-site storage locations, inventory lists, test reports, analytical reports, one year exception reports, spill cleanup records, equipment inspection logs and other similar records.EVT+ 7 years
EVT= Date of Document Creation

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0011EHS - Hazardous Materials Regulations Training RecordsRecords documenting compliance with training of hazmat employees in accordance with 49CFR§ 172.704(4) (d) (USDOT). The training records must include the employee's name, the most recent training completion date of the employee's training, a description, copy, or the location of the training materials used to meet the requirements, the name and address of the person providing the training and certification that the hazmat employee has been trained and tested as required.EVT+ 90 days
EVT= Date of Employee Termination

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0012EHS - Radioactive Materials/Radiation - Academic and ResearchThis record series includes bust is not limited to: Documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record. Other records included are audits/reviews, area/package surveys, tests on entry control devices for high radiation areas, Leak Test, Portable Gauge. Records of Tests for leakage or contamination of sealed sources. Also documents requests from Principle Investigators for use of radioactive materials.EVT+ 3 years
EVT= Date of Document Creation

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0013EHS - Radioactive Materials/Radiation - Records of Test for Leakage or ContaminationIncludes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record.

Records of Tests for leakage or contamination of sealed sources.
EVT+ 5 years
EVT= Date of Document Creation

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0014EHS - Radioactive Materials/Radiation - Medical UseIncludes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record.
-Results of surveys and calibrations, written directives, dosages of unsealed radioactive material for medical use, leak tests and inventory, release of individuals containing unsealed radioactive material or implants containing radioactive material.
EVT+ 3 years
EVT= Date of Document Creation

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0015EHS - Radioactive Materials/Radiation - Radiation Protection Program ChangesIncludes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record.

Authority and responsibilities of radiation protection program, radiation protection program changes and process for disposing of radioactive waste.
EVT+ 5 years
EVT= Date of Creation of the Document

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0016EHS - Radioactive Materials/Radiation - Radiation TrainingIncludes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record.
-Individual's trainings, tests and safety reviews
EVT+ 3 years
EVT= Date of Employee Termination

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0017EHS - Radioactive Materials/Radiation - Radiation Review or Approval ChangesIncludes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record of any review or approval of changes in current procedures.EVT+ 3 years
EVT= Date of Change

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0018EHS - Radioactive Materials/Radiation - Radiation Survey and Tests InspectionsIncludes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record. Records of surveys, leak tests and contamination checks, inspections, including documents that meter readings of radioactivity form sampling and wipe samples in research labs.EVT+ 3 years
EVT= Date of Document Creation

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0019EHS - Radioactive Materials/Radiation - Radiation - Malfunction Reports for items of Increased ControlIncludes documents and related records that supports radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record of major malfunctionEVT+ 3 years
EVT= Date of the Repair Completion

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0020EHS - Radioactive Materials/Radiation - Device Receipt and Disposition Records for Items of Increased ControlLicensee or registrant's records showing the receipt, transfer and disposal of all sources of radiation per DHS 157.06(1)

DHS 157.06(1) Records - A licensee or registrant shall maintain records showing the receipt, transfer and disposal of all sources of radiation until the department terminates the license or registation authorizing possession of the device or material, and for 3 years following transfer or disposal of the device or material.
EVT+ 3 years
EVT= Date of Termination of the License/ Registration Authorizing Possession of the Materials or Radiation Device

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0021EHS - Dosimetry RecordsThis series consist of the radiation dosimeter request card and the reports of dosimeter readings.EVT+ 0
EVT= Date of Termination of the License/ Registration

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0022EHS - Clean Water Act Compliance RecordsRecords documenting compliance with Clean Water Act and other water regulations.

Includes records related to Spill Prevention Control and Countermeasure (SPCC), Wisconsin Pollution Discharge Elimination System (WPDES), storm water management and other records relating to environmental compliance with water regulations.
EVT+ 7 years
EVT= Date Document was Superseded

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0023EHS - Asbestos and Hazardous Materials and Environmental Remediation Case FileAsbestos abatement and hazardous material and environmental remediation at UW-MadisonEVT+ 5 years
EVT= Date Document was Superseded

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0024EHS - Health, Safety, or Fire Code Compliance Record Including VariancesDocuments fire safety inspections, complaints, violation correction plans, fire drill records and reports that document compliance with applicable fire prevention and building codes.EVT+ 7 years
EVT= Date Document was Superseded.

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Environmental Health and SafetyEHS0025EHS - Biological Safety Documents Protocol Registation RecordsDocuments associated with Biological Research process for registration of protocols. There may be dependency on Institution of Animal Care and Use Committee (IACUC) protocol depending on the Biosafety Protocol.CR+ 6 years
CR= Date of Creation

Copies: Destroy
when no longer
needed, but do not keep longer than the original.

Disposition: Destroy
Confidential
UW-Madison Emergency ManagementGRSEMR01University Department/Unit PlansThis series consists of records generated through the state required continuation of Operations emergency planning process. Documents in this series include, but are not limited to emergency protocol, communicationplans, staff manuals, location of vital records and training guides and exercises.Until Superseded by Revised Plan

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy
UW-Madison Emergency ManagementGRSEMR02University Testing Training, and Exercise RecordsThis records series consists of documents, handouts, presentations, and sign in sheets used during emergency preparedness presentations and training to campus community members. A majority of the information presented is from either FEMA or DHSEVT + 3 Years
EVENT= Creation of Materials

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy
UW-Madison Emergency ManagementGRSEMR03UWPD PlansThis record series consists of UWPD's Occupant Emergency and Continuity of Operations Plan and the associated appendixes.Until Superseded by Revised Plan

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy
UW-Madison Emergency ManagementGRSEMR04UWPD Planning DocumentsThis records series consists of documents produced by the Operations, Logistics, Planning, Information Management, and Finance/ Administration EOC Groups in their pre-event planning. Documents also include various EOC checklists, inventory forms, and other documents related to planning and maintaining the functionality of the EOC's.CR + 3 Years
CR= Craetion Date of Documents

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy
UW-Madison Emergency ManagementGRSEMR05URP, EOC, and COOP Activations This records series consists of URP/EOC and COOP documents and records generated during an activation of the URP and/or EOC or COOP. The documents and records to be retained vary, but may include the activation call up sheet, status reports, and Incident Action Plans and other documents produced by the Operations, Logistics, Planning, Information Management, Finance/ Administration, Executive Group, and EOC Manager/Assistant Manager EOC Groups. Documents also include various EOC checklists, inventory forms, and other documents related to planning and maintaining the functionality of the EOCs. Events that may activate the URP and/or EOC may include, but are not limited to, snow storms, protests, and other events that require beyond normal management from UW-Madison Police. COOP Events that may activate the COOP include a fire, a disease outbreak, a power outage, computer server crash, or other emergency that decreases the functionality of the Department. These records DO NOT include personal notes or drafts of documents.CR + 25 Years
CR=Creation Date of Event

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Transfer to University Archives
UW-Madison Emergency ManagementGRSEMR06URP, EOC, and COOP TrainingThis records series consists of documents created during trainings related to the UPR or the EOCs, examples include PowerPoing presentations, sign-in sheets and various handouts. This records series also consists of UWPD's OEP training. Examole documents include PowerPoint presentations, handouts, and sign-in sheets. This records series also consists of UWPD's COOP training. Example documents include PowerPoint presentations, handouts, and sign-in sheets.EVT + 3 Years
EVENT=Creation of Material

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Transfer to UW-Archives for review per policy
UW-Madison Emergency ManagementGRSEMR07URP, EOC, and COOP ExercisesThis records series also consists of documents created during the development and execution of URP, UWPD, COOP, and UWPD's OEP exercises/ These exercises may be a drill, tabletop, functional, or full-scale. Example documents include exercise timelines, message injects, and meeting sign-in sheets.CR + 3 Years
CR=Creation Date of Documents

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy
UW-Madison Emergency ManagementGRSEMR08URP, EOC, and COOP After Action ReportsThis records series consists of After Action Reports created following an EOC or URP activation, UWPC COOP or exercise.CR + 5 Years
EVT + 5 Years
EVENT= Plan is Completed or Superseded

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Transfer to UW-Archives for review
UW-Madison Emergency ManagementGRSEMR09UW-Madison Police Department First Responders Membership ApplicationsThis records series consists of the applications individuals submit to UWPD for membership with the UW-Madison Police Department First Responders. These records contain personal informationCR + 3 Years
CR= Creation Date of Documents

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy Confidentially
UW-Madison Emergency ManagementGRSEMR10UW-Madison Police Department First Responders Member Training RecordsThis records series consists of the trainin records of the UWPD First Responders members. Examples include EMS training needed for membbership with the group.CR + 3 Years
CR= Creation Date of Documents

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy Confidentially
UW-Madison Emergency ManagementGRSEMR11UW-Madison Police Department First Responders Member RostersThis records series consists of the individuals that comprise the membership of the UWPD First Responders. Document examples include spreadsheets, photographs, and other related items. These documents may contain personal information.CR + 3 Years
EVENT= Creation Date of Documents

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy Confidentially
UW-Madison Emergency ManagementGRSEMR12UW-Madison Police Department First Responders Contact ReportsThis records series consists of the contact reports generated whenever a UWPD First Responder makes contact with an individual in need of medical assistance. These contact reports contain personal information.CR + 10 Years
CR= Creation Date of Documents

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy Confidentially
UW-Madison Emergency ManagementGRSEMR13UW-Madison Police Department Testing, Training, and Exercise Records for Non-UWPD PersonnelThis records series consists of documents, handouts, presentations, and sign-in sheets used during CPR, AED, and First Aid Training that is conducted by UW-Madison Police Department's Emergency Management Unit personnel. These records may contain personal information.EVT + 3 Years
EVENT= Creation of Materials

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy Confidentially
UW-Madison Emergency ManagementGRSEMR14UW-Madison Police Department Testing, Training, and Exercise RecordsThis records series consists of a record that identifies the successful or failed completion of annual tests of Department personnel's protective "gas" masks. These records may include personal medical information.EVT + 3 Years
EVENT= Date of Completion of Testing

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy Confidentially
UW-Madison Emergency ManagementGRSEMR15UW-Madison Police Department Testing, Training and Exercise RecordsThis records series consists of documents that report the available stock of Personal Protective Equipment, the type and age of the PPE, the frequency of use, and the Department personnel assigned equipment.EVT + 3 Days
EVENT= Superseded by Updated Information

Copies: Destroy when no longer need, but not longer than the originals.

Disposition:
Destroy Confidentially
UW-Madison University Police and Related Records UWPD001Police Case Files -Homicide and Unsolved Missing Person CasesThis record series consists
of case files of homicides
and unsolved missing
persons. This would
include evidentiary
Records such as
fingerprints, mug shots,
telephone recordings, In-car
video, video
surveillance tapes.
Retention:
PERMANENT
UW-Madison University Police and Related Records UWPD002Police Case Files-Felony, MisdemeanorsThis record series consists of case files of crimes such as theft, sexual assault, burglary, battery and other crimes. This would not include evidentiary records such as finger prints, mug shots, telephone recordings, video recordings"Retention:
CR+25 years
CR=Creation Date

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD003Fingerprints and Mug Shot RecordsThis series includes those records that are not included or considered as evidentiary record.Retention:
CR+7 years
CR=Creation Date

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD004Telephone Recordings and In-Car Video and UWPD Building System Video RecordingsThis series includes squad videos, and other videos records that are not included or considered as evidentiary record including Body Camera footage.Retention:
CR+180 Days
CR=Date of Creation

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD005Campus Community Police RecordsThis series include crime prevention and other campus community problem oriented police projects including the Bike Unit, Special Events, K-9 Unit, Mounted Unit, Route and Chazen Museum Security, Health Sciences security.Retention:
CR+7 years
CR=Date of Creation

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWDP007Incident and Accident Reporting and Safety ReportsOffense/Incident Reports and Vehicle Accident Reports including the Campus Safety Reports.Retention:
CR-25 years
CR=Date of Creation

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD009Surveillance Event RecordsThis series includes photographs and video surveillance which are not part of In-Car or Building System Video Recordings.
These records are recorded during events by hand held cameras or during the arrest process and have a short term value.
Retention:
CR+ 1 year
CR=Date of Creation

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD010Police Communications - Dispatch RecordsThis record series contains recordings of UWPD Radio Transmissions.Retention:
CR+180 Days
CR=Date of Creation

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD011Dispatch Record Log BooksNotes created by the Police Communications Operator which may be created for information received regarding incidents or activities which may contain the date and time received, nature of the information, general notes or actions taken.Retention:
CR+1 year
CR=Date of Creation

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD012Field Training FilesField training is a requirement of all new police officers, security officers and police communications operators and conducted during their probationary periods. If the field training is not successfully completed, the individual is terminated. UW Police policy states that successful candidates for staff positions on the UW Police force must meet the standards of the training program. As part of the initiation orientation, each new (Police Officer, Security Officer or Police Communications Operator) receives the training manual.
This records series documents the field training process.
Documentation includes some or all of the following: Hand written daily notes by officers describing duties, interactions the officer has during their shift; Daily Journals, Assessment of Training Evaluation Reporting, Successful candidates do not have their training files added to the personnel file.
Retention:
EVT+7 years
EVENT=Date of Termination

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD013UWPD Daily SchedulesThis service contains records for UWPD Daily Briefings for staff, daily roster schedules and assignments such as security or police officer beat assignments, application and signed waivers for non-UWPD persons to ride/walk/sit along with UWPD personnel as they perform their assigned duties.Retention:
CR+2 Years
CR=Date of Creation

Disposition: Destroy Confidential
UW-Madison University Police and Related Records UWPD014UWPD CALEA Accreditation RecordsThis series consists of records for CALEA Accreditation. Achieving accreditation represents the completion of an
agency-wide period of self-evaluation and a thorough review by a team of independent assessors. The certificate of accreditation is for 3 years and will be reviewed continuously to verify compliance with professional standards.
Retention:
EVT+4 years
EVENT=Date of Accreditation

Disposition: Transfer to UW-Madison Archives
UW-Madison University Police and Related Records UWPD016UWPD Significant EventsThis series includes records related to significant events in the history of UWPD and the UW-Madison Campus.
EX: Camp Randall crowd crush(1993).
Retention:
CR=25 years
CR=Date of Creation

Disposition: Transfer to UW-Madison Archives
UW-Madison University Police and Related Records UWPD017UWPD Key LogsThis series contains information regarding who (both University and non-university personnel) have signed/out/in campus keys issued to UWPD including date and time.Retention:
CR+3 years
CR=Date of Creation

Disposition: Destroy Confidential
UW-Madison University Police and Related UWPD018Access Card InformationThis series contains employee and / or student identification information including building/area access privileges stored for the purposed of granting secured specific buildings or areas of the University.
(**NOTE: What was actually accessed is held by AIMS - 6 months live on system and 3 years total in back up archive.)
Retention:
EVT+1 year
EVENT=Separation from the University

Disposition: Destroy Confidential
UW-Madison University Police and Related UWPD019Infrastructure Security ReportsThis series contains
records created relating
to the physical security
and protection of
buildings and areas of the
University. These may
include crime prevention
surveys, scope reports
and other related reports.
Retention:
CR+3 years
CR=Date of Creation

Disposition: Destroy Confidential
UWSA Police General Records ScheduleUWPP200Police Services Annual Report Annual report of the campus police services.Retention:
CR + 5 years
CR=Fiscal Year

Disposition: Transfer to UW-Madison Archives
UWSA Police General Records ScheduleUWPP201Police Chief Correspondence and Administrative FilesCorrespondence and files of the Chief of Police Services and other office files which may contain policy documents, letters, and administrative information of long-term value.
NOTE: Some institutions may consider some of all of the records have archival value; consult
your institutions archives
Retention:
CR + 5 years
CR = Creation

Disposition: Transfer to UW-Madison Archives
UWSA Police General Records ScheduleUWPP202CitationsCitations are tickets written for ordinance and non-criminal traffic violations. Retention:
CR+5 years
CR=Date of Creation

Disposition: Destroy Confidential
UWSA Police General Records ScheduleUWPP210Clery Act Report FileThis series consists of information complied for Clery Act for Higher Education (20 U.S.C.
1092(f)) reports. It includes a daily occurrence log that describes case #, date/time, case type, locations, address, status and occurrence and other documents used in preparation of the annual report. Official copy may be created and/or held at a higher administrative level.
Retention:
CR+7 years
CR=Date of Creation

Disposition: Destroy Daily Logs. Annual Reports should be transferred to UW-Madison Archives.
UWSA Information Technology RecordsUWIT0001IT Project Plans and ChartersThis record series includes records pertaining to development, redesign or modification of a computer system or application.
The follow are included, but is not limited:
Pre-proiect Plans: This series consists of pre-project proposals, cost benefit analysis, risk assessments, sign off and decision documents, and fit/gap analysis for project work, progress reports, plans and accomplishments.
Project Charters: (including scope, requirements, roles, timeline, budget, control strategies);
Project Plans: (including WBS, staffing, schedule, budget, communication plan, change management plan, change management risk plan, support transition plan).
Retention:
EVT+5 years
EVENT=Project Completion or End Date

Disposition: Transfer to UW-Madison Archives
UWSA Information Technology RecordsUWIT0002IT Project Status Reports, Workflow and Test PlansThis records series consists of the project supplementary documentation including but not limited to:
Status Reports (Change logs, data cleanup procedures and stats, code migration procedures, transition to production tasks, authorization setup, process scheduling, post implementation review);
Workflow (workflow diagrams, data definitions, data conversion mappings, naming standards, architecture diagrams, and file designs);
Test Plans (including processing test results, accessibility compliance results, data conversion results.
Retention:
EVT+5 years
EVENT=Project Completion or End Date

Disposition: Destroy
UWSA Information Technology RecordsUWIT0003Program Source CodeThis record series includes program source code including run or job controls.Retention:
EVT+3 years
EVENT=Code is Superseded or Replaced

Disposition: Destroy
UWSA Information Technology RecordsUWIT0004Electronic Records Software and Documentation and System MaintenanceThis record series consists of proprietary and non-proprietary software as well as related documentation that provide information about the content, structure, and technical specifications of computer systems necessary for retrieving information retained in machine readable format. These records may be necessary for an audit process.Retention:
Retain as long as software-dependent records are retained.

Disposition: Delete
UWSA Information Technology RecordsUWIT0005Audit Trails: Routine Administrative Information This record series consists of system-generated audit trails tracking events relating to records in information systems used for routine administrative activities. Audit trails link to specific records in a system and track such information as the user, date and time of event, and type of event (data added, modified, deleted, etc.).Retention:
EVT+4 years
EVENT=Date of Completion an /or Audit Report

Disposition: Destroy
UWSA Information Technology RecordsUWIT0006Operating System and Hardware Migration Conversion PlanningThis series consists of planning documentation for migration of data from one system to another system done when systems are upgraded or a new system is implemented. This includes code migration procedures.Retention:
EVT+3 years
EVENT=Completion of Conversion

Disposition: Delete after data is transferred to new format
UWSA Information Technology RecordsUWIT0007Telephone Voicemail System DetailThis record series contains telephone system call detail includes; Call Date; Call Time; To Number; From Number and Call Duration.Retention:
CR+4 years
CR=Date of Creation

Disposition: Destory
UWSA Information Technology RecordsUWIT0008IT Telecom Maintenance Work Order Files and LogsThis series consists of telephone support, maintenance service orders, service change orders, service billing and inventory support records such as service prices and history, telephone inventory, facility location records, type of service and features.Retention:
EVT+1 year
EVENT=Date of Completion and Audit Report
UWSA Information Technology RecordsUWIT0009Network Support Service History and SummaryThis record series consists of site visit report, trouble reports, service history, network upgrade documentation and other related correspondence.Retention:
CR+ 1 Year
CR=Creation Date

Disposition: Destroy
UWSA Information Technology RecordsUWIT0010Network Architecture & Configuration DocumentationThis records series consist of network architecture documentation, configuration management and circuit inventory system.Retention:
EVT+ 3 years
EVENT= Discontinuance of the System

Disposition: Destory
UWSA Information Technology RecordsUWIT0011Network or Circuit Installation, Outage FilesThis record series consist of work orders, correspondence, work schedules, building / circuit
diagrams including network outages and application outage.
Retention:
CR+ 1 year
CR=Creation Date

Disposition: Destroy
UWSA Information Technology RecordsUWIT0012Data Documentation / MetadataThis record series comprises of data dictionary's, definitions, and data structures, file layout, code translations and associated reports.Retention:
EVT+3 years
EVENT= Discontinuance of the System

Disposition: Destroy
UWSA Information Technology RecordsUWIT0013Computer Security Incident & InvestigationThis series consists of incidents involving unauthorized attempted entry attempts, probes, and / or attacks on data processing systems, information technology systems, telecommunication networks, and electronic security systems including associated software and hardware. This would include official reports and other documentation if appropriate.Retention:
EVT+5 years
EVENT=Date that the Incident was Resolved

Disposition: Destroy
UWSA Information Technology RecordsUWIT0014Assignment and Authorizations for UsersThis series consists of but not limited to:
• privileged user forms for managed servers and authorizations for privileged staff,
• Signed employee confidentiality agreements and user access and request and authorizations.
Retention:
EVT+4 years
EVENT=Departure of Employee from Employment

Disposition: Destroy Confidential
UWSA Information Technology RecordsUWIT0015Computer & Information Systems LogsThis record series consists of firewall logs, system logs, network logs, or other logs used to maintain the integrity and security of the university's computer systems.Retention:
CR+30 days
CR=Date of Creation

Disposition: Destroy
UWSA Information Technology RecordsUWIT0016Disaster Recovery Planning and Testing RecordsThis series consists of Business Continuity Plans for recovery records created or received subsequent to implementing disaster recovery processes and recovering electronically - stored information which are not part of the routine business cycle for disaster recovery records.Retention:
Until Superseded

Disposition: Destroy
UWSA Information Technology RecordsUWIT0017IT Disaster Recovery RecordsThis series includes the public records created during the disaster recovery process, which
include but are not limited to: indexes, inventory lists, computer logs, working papers, and correspondence. This series also includes computer tapes, or other media, which are held in reserve in the event that an information system fails to function and records need to be
recovered and restored. Most often, disaster recovery records are obsolete after two weeks, because they are superseded by newly-created records following routine business cycles.
Therefore, the records retention time period reflects the routine business cycle for this records series. UW institutions may extend this retention period using a separate written policy, but no UW institution shall adopt a shorter business cycle than two weeks.
Retention:
EVT+14 Days
EVENT=Date of Disaster or Event

Disposition: Destroy