UWM Records Management--Common Records Schedules

UWM General Records Schedules

UWM University-Wide Common Records Schedules

Note: This page has changed slightly to allow for more direct access to the most-requested general record schedules for UWM, arranged by category. For access to UW-System and Department of Administration Schedules, please refer to the main General Records Schedules page.

Common Facilities Records [Wisconsin DOA Facilities Records]

RRDA #	Record Series Title	Description	Retention/Disposition
FAC00069	American with Disabilities Act (ADA) Facility Reviews	Records cover ADA inspections, investigations, complaint investigations, facility logs and reports regarding ADA compliance relating to facilities and structures	Retain for 6 years after close of review and destroy.
FAC00050	Application and Permit for Use of Facilities	Application and permit for use of facilities, where required.	Retain for 3 years after the date of the event and destroy.
FAC00015	As-Built Plans and Original Building Drawings for Completed Construction Projects	Final as-built plans and original building drawings for state-owned facilities.	Retain for the life of the structure (until razed or facility sold) and transfer to Archives.
FAC00054	Building Maintenance/ Equipment Repair and Service Records	Documents the installation, maintenance, service and history of both building installed equipment and equipment commonly used to maintain facilities.	Retain until removal and disposal of installed equipment and then destroy.
FAC00052	Building Maintenance/Management-Custodial Records	Documents the supervision of custodial activities including but not limited to assignments, work responsibilities, checklists, inspections, reports and other related documents	Retain for 3 years after creation and destroy.
FAC00011	Construction Project File	All documents pertaining to project file including, design and construction contracts, proposed and approved amendments to all contracts, bidding plans and specifications, details on materials used on each project, status reports by state staff who supervise construction, concerns of future tenants of facility and all other related project materials.	Retain for 10 years after the construction project is closed and destroy.
FAC00012	Construction Project File-Historically Significant Facilities	Same description as above.	Retain for the life of the structure (until razed or facility sold) and transfer to Archives.
FAC00056	Equipment Maintenance-Maintenance Report	Documents the status of equipment in use by the agency.	Retain for 1 year after creation and destroy.
FAC00051	Facility Maintenance Work Orders and Logs	Maintenance work orders and related logs.	Retain for 3 years after work is completed and destroy.
FAC00082	Monitoring and Surveillance Recordings	Monitoring and surveillance recordings that document incidents that may lead to claims against the university.	Retain for 120 days and destroy.
FAC00062	Parking Permits	Parking Permit applications.	Retain 6 months after permit is cancelled and destroy.
FAC00086	Security or Incident Reports	Documents incidents or unusual occurrences on state property including incident reports and documentation of any follow-up investigation.	Retain for 3 years after close of investigation and destroy.

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Common Financial Aid Records [UWSA Financial Aid Records ]

RRDA #	Record Series Title	Description	Retention/Disposition
FINAID022	Federal Work Study Administrative Records	Non-personal information relating to administration of Federal Work-Study programs on campus.	Retain 4 years after creation and destroy.
FINAID001	General Student Records--Financial Aid	Documents used to determine financial aid eligibility and to administer financial aid packages.	Loans: Retain 4 years after close of the loan and destroy confidentially. Non-loans: Retain 4 years after last date of attendance and destroy confidentially.
FINAID005	Program Review Records	Records documenting university program reviews which include department/program self- evaluation studies; outside agency reviews including accrediting agencies for areas such as nursing, social work, education, etc.; college and committee review and approvals; and approvals of deans, faculty senate, provost and the UW system.	Retain 4 years after report submitted and transfer to Archives.
FINAID003	Student Accounts Records	Account records reflect the balance of funds owed by or to a student for University tuition or services. Student accounts include each student's institutional charges, cash payment, Title IV payment, cash disbursements and returned funds.	Retain 4 years after End of fiscal year for student without loans and destroy confidentially. For students with loans, retain 4 years after life of the loan and destroy confidentially.
FINAID015	Student Loan Repayment Records	Records documenting repayment of Perkins and Stafford Loans as well as all other student loans.	Retain 4 years after end of fiscal year in which loan is terminated and destroy confidentially.
FINAID024 / FINAID025	Student Worker Personnel Files	Official personnel file for student workers, including Direct Deposit Authorization with copy of canceled check, W4 Form Employee's Withholding Allowance Certificate, Statement of Selective Service Compliance for Certain Student Employment (males), and hardcopy of time cards, emails and letters.	Official: Retain 7 years after end of award year and destroy confidentially. Departmental: Retain 1 year after end of employment and destroy confidentially.
FINAID023	Work Study/Student Assistant Applications (not hired)	Original application for work study and student assistant positions	Retain 1 year after date of application and destroy.

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Common Fiscal/Accounting Records [UWSA Fiscal/Accounting Records ]

RRDA #	Record Series Title	Description	Retention/Disposition
UWFA100	Adminstrative Policies and Procedures	Records include all written policies, procedures, and related documentation pertaining to fiscal matters.	Retain for 4 years after superseded and destroy.
UWFA106	Audit Documentation: Regularly Occurring Audit Cycles	All documentation related to regularly occurring audits, including reports, agency/office responses, and findings.	Retain for 3 years after issuance of audit report and destroy.
UWFA110	Credit Card Receipts/Deposits	Credit card receipts and other documentation associated with credit card transactions. For electronic transactions, these records include encrypted data containing credit card numbers and related information.	Retain for 1 year after transaction unless a longer retention is required by contract or law and destroy confidentially.
UWFA300	Expenditures: Accounts Payable Records	All supporting records relating to the purchases of goods or services. These records may include, but are not limited to, vouchers (both regular and student vendors), invoices, travel expense reports and attached receipts, Payment-to-Individual (PIR) reports, Academic Support Service Agreements (ASSA), entertainment contracts, Inter-Institutional Agreements, financial aid disbursements, and purchase orders.	Retain for 6 years after end of fiscal year of creation and destroy.
UWFA900 / UWFA901	Grant Folders	Transmittals, awards, budgets, and all other documentation related to the procurement of grants, as well as reports and supplemental information for verification of grants and contracts.	Retain for 3 years after close of grant and destroy. Be aware of any requirements from grantors for increased retention times.
UWFA400	Paid/Cancelled Checks	Both paper checks and those imaged onto CD-ROM.	Retain for 6 years after end of fiscal year of creation and destroy.
UWFA301	Receipts: Accounts Receivable Records	All supporting documentation related to the receipt of funds, which may include but are not limited to: deposit forms, remittance forms and any documentation that supports student charges/bills, including, but not limited to: uploads of charges (batch), housing/food plan contracts, manual charges, special fees, etc.	Retain for 6 years after end of fiscal year of creation and destroy.
UWFA103	Year-End Reports (GAAP)	Reports and all supporting documentation.	Retain for 6 years after end of fiscal year of creation and destroy.

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Common Payroll Records [UWSA Payroll Records ]

RRDA #	Record Series Title	Description	Retention/Disposition
PAYROLL9571 / UWPY016	Employee Payroll Case File	Various documents that are maintained in the institution Payroll office and regularly superseded by updated documents during the employee's term of employment in the institution.	Retain until event (resolved, verified, or superseded) and destroy.
UWPY022	Enrollment Reports	Reports on new benefit plan enrollments, changes in coverage level or plans, and enrollment terminations for each benefit plan in addition to changes in personal data.This series also includes reports that show what insurance programs employees are enrolled in and deduction amounts.	Retain for 1 year or until no longer needed and destroy.
PAYROLL9564 / UWPY012	Leave Accounting Paper Output Reports	Paper reports related to time and attendance collection and leave accounting processing functions, including documents used to request and/or report leave by employees to request leave time and/or report leave taken. This series includes employee leave reports.	Payroll Office: Retain for 5 years after creation and destroy. Departmental Copies: Retain for 1 year after creation or until no longer needed and destroy.
PAYROLL9568	Routine Withholding Authorizations	Copies of withholding authorizations that initiate deductions from an employee's pay amounts. Records in this series are the paper documents used to initiate payroll actions.	Retain until superseded (usually 1-6 pay periods) and destroy.
PAYROLL9560 / UWPY001	Time and Attendance Records	Series of records containing key source documents for time and attendance system collection including types of leave, work start and stop times, default work schedules and related time and attendance data.	Retain for 5 years after creation and destroy confidentially.
UWPY003	Time/Labor Administrative Reports	various types of HRS reports that institutions can produce to monitor or check reported time. In many instances, these reports monitor issues that need to be resolved or the payroll will not be processed.	Retain 1 month and destroy.
UWPY002	Timesheets	HRS will pre-populate the timesheet with employee ID, work schedule. Paper timesheet report that can be decentrally generated and printed for specific employee or group of employees by department or supervisor.	Retain printed copies for 6 months and destroy.
UWPY030	COBRA Reports	Reports related to the eligibility and enrollment in COBRA.	Retain copy of official notices in employee case file.
UWPY035	Timesheets	Signed individual timesheets.	Retain for 5 years after creation and destroy.
UWPY044	Tax Withholding Reporting Files	Forms and reports related to employees' federal and state income tax withholding activities and documentation of withholding.	Retain for 7 fiscal years after creation and destroy.
UWPY030	Terminated Employee Case File	The Institution copy of benefit forms, withholding, applications, notifications, etc. that are current at the time of employee termination.	Retain for 5 years after termination and destroy.

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Common Personnel Records [UWSA Unclassified Staff Personnel Records | Wisconsin DOA Classified Staff Personnel Records]

RRDA #	Record Series Title	Description	Retention/Disposition
PERS124	Official Personnel File--Classified Staff	Documents employee personnel actions during the employment of the employee.	Retain for 7 years after termination and destroy confidentially.
UWPERS001	Official Personnel File--Faculty	As in PERS124; also includes tenure review files	Retain for 30 years after termination and transfer to archives.
UWPERS001	Official Personnel File--Unclassified Academic Staff	As in PERS124; includes but not limited to resumes, vita, indefinite review files, grievance/arbitration records, and evaluations.	Retain for 10 years after termination and destroy confidentially.
UWPERS004	Search and Screen Committee Files	Records of Search and Screen committees, including minutes, lists of candidates, publicity materials, sample letters to applicants, final reports, and other correspondence.	Retain for 6 years after position is filled and destroy.
UWM 437	Search and Screen Committee Files, Deans Level or Higher	As per UWPERS004, for university-wide positions of Deans Level or Higher, including Chancellor, Provost, Vice Chancellor, Associate Vice Chancellor, Athletics Director, Director of UWM Libraries, and Director of Alumni Association.	Retain for 6 years after position is filled and transfer to Archives.
UWPERS016	Student Evaluation Forms	Survey instruments distributed to students for evaluation of the teaching performance of individual faculty or academic staff.	Retain 6 months after summary is compiled and destroy.
UWPERS016	Student Evaluation Summaries	Statistical and/or narrative evaluation summaries completed by students concerning the teaching performance of individual faculty or academic staff.	Tenured Faculty: Retain 5 years after end of semester. Probationary Faculty: Retain 6 years after tenure review. Academic Staff/TAs:Retain 2 years after end of semester. Destroy all summaries once retention periods have passed.
UWPERS001	Unofficial Personnel Files	Copies of the Official Personnel File maintained by an employees supervisor or other subordinate unit.	Retain for 1 year after termination and destroy confidentially.

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Common Student/Academic and Advising Records [UWSA Student Academic Records|UWSA Student Advising Records]

RRDA #	Record Series Title	Description	Retention/Disposition
UWADV002	Academic Advising Records (Graduate)	Records created to document and support comprehensive and planned guidance for matriculated graduate students completing their degrees.	Retain for 3 years after last semester of attendance and destroy confidentially.
UWADV004	Academic Advising Records (Prospective)	Prospective student files are kept for students who express interest, but never attend the university.	Retain for 2 years after date of last contact and destroy confidentially.
UWADV001	Academic Advising Records (Undergraduate)	Records created to document and support comprehensive and planned guidance formatriculated undergraduate students so that both the basic requirements and those of specific majors and minors are fulfilled.	Retain for 3 years after last semester of attendance and destroy confidentially.
UWSTU026	Academic Dishonesty Records	Materials related to academic dishonesty, including all levels of appeals.	Official Copy: Retain for 6 years after close of file and transfer to Archives. Department Copy: Retain for 1 year after close of file and destroy confidentially.
UWM 424	Accreditation Files	Files created by departments during the accreditation process, including correspondence, faculty vitae, program descriptions, applications, internal reviews, final reports, and other material.	Retain until the end of next accreditation cycle and transfer to UWM Archives.
UWSTU054	Course Management System Records	Examinations, Coursework assignments, etc. as retained by academic departments to serve as source documents for submitted official grades. This series includes Desire2Learn (D2L) course support instructional materials.	Retain for 1 year after end of semester and destroy.
UWSTU047	Grade Books	Faculty records of grades given in whatever form maintained. In cases where grades have been calculated mainly in PAWS or D2L, the record of grade calculation within that system is sufficient.	Retain for 2 years after end of semester and destroy confidentially.
ACAD032	Pass/Fail Requests	Forms completed by students in order to obtain approval to take courses for pass/fail credit.	Retain for 1 year after date submitted and destroy.
UWM 383	Schedule of Classes Production Records	Documentation relating to the production of the Schedule of Classes, including lists of classes, budgets, change requests, error reports, and correspondence.	Retain until schedule produced and destroy.
UWM 185	Student Application Files-- Not Accepted/Enrolled (Divisional/Departmental Copies)	Files started on prospective students who are not accepted, do not complete the application process, or do not enroll once accepted. May include applications, transcripts, reference letters, correspondence, test scores, and miscellaneous items unique to the individual.	Retain for 1 year after application term and destroy confidentially
UWM 121	Student Coursework	All papers and materials submitted by undergraduate and graduate students to fulfill course requirements, including seminar papers, unofficial copies of theses and dissertations, honors theses/papers, maps, audio and visual tapes, artwork, testing materials, and the like.	Retain for 1 year after creation and destroy.
UWM 119	Student Records (Unofficial)	All undergraduate and graduate records created by schools, colleges and departments. Records may include copies of transcripts, letters of recommendation, test scores, copies of papers, applications, grades, evaluations, advising documentation, correspondence, and waiver and withdrawal forms. The official records are created by the Graduate School or Dept. of Enrollment Services.	Retain for 1 year after the date of last active attendance and destroy confidentially.
UWSTU022	Transcripts from other Institutions	Transcripts from other institutions provided to support the admissions process.	Enrolled Students: Retain for 5 years after receipt and destroy confidentially. Unenrolled Students: Retain for 1 year after receipt and destroy confidentially.

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Administrative Records [UWSA Administrative Records]

RRDA #	Record Series Title	Description	Disposition
UWADM001	Policies and Procedures	University established departmental policies and procedures, including manuals, manual codes, handbooks, and other related materials.	Retain for 7 years after policy or procedure is superseded and destroy.
UWADM003	Alphabetical/Topical Files	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.	Retain for 3 years after creation and transfer to Archives.
UWADM005	Planning Documentation	Strategic, 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.	Retain for 6 years after plan is completed or superseded and transfer to Archives.
UWADM010	External Complaints	Complaints received regarding issues not related to a particular individual, office, or program. This series specifically covers complaints received from non-student, non-staff members of the community. For the retention period for internal complaints, please see the UWSA Personnel Records Schedule.	Retain for 5 years after superseded or replaced and destroy. Some complaints may have archival/historical value; please contact the Archives for details.
UWADM013	Agreements and Contracts	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.	Retain for 6 years after close of contract or fulfillment/supersession of terms and destroy confidentially.
UWADM015	Departmental Publications	All publications - whether one-time only or serial- produced by the university, such as newsletters, newspapers, magazines, pamphlets, brochures, press releases, bulletins and catalogs. This series includes both analog and digital publications.	Retain for 3 years after creation and transfer to Archives.
UWADM018	Agendas and Minutes	Minutes and agendas for all official meetings, including department, committee, faculty senate meetings (including high-level committee meetings), council meetings, university wide meetings and Department Chair correspondence. This series also includes any supplementary documents or other materials that are associated with the minutes.	Retain for 3 years after approval of the minutes and transfer to Archives.
UWADM022	Routine Activity/Production Reports	Occasional and/or periodic reports by individuals, offices or teams that document the business of the university.	Retain for 1 year after report is created and destroy.
UWADM023	Annual/Summary reports	Summaries of accomplishments, goals, statistics, awards received, anticipated program needs and plans, as well as any supplementary documentation to support such reports.	Retain for 5 years after end of reporting period and transfer to Archives.
UWADM024	Accreditation Files	Files created by departments and schools or colleges in the process of accreditation or reaccreditation of their programs by external accreditation agencies. The series may include correspondence, faculty vitae, program descriptions or summaries, accreditation applications, copies of internal program reviews, course syllabi, final reports to the accreditation committee, results of the accreditation process, and other material.	Retain for 11 years after completion of final accreditation report or end of accreditation cycle, whichever is later, and transfer to Archives.
UWADM026	Surveys/Questionnaires-- Non-Academic	Documents the creation and results of surveys by or for agencies for administrative, informational or non-academic research purposes. Records may include, but are not limited to, survey planning documents, survey instruments, completed surveys or questionnaires, analyzed results, and any reports or publications that result from the survey. For academic course evaluations, please see the UWSA Personnel Records Schedule.	Retain for 1 year after survey is completed and destroy. Please note that certain surveys, such as senior exit surveys or student demographic surveys, may have archival value; please contact the Archives for details.
UWADM027	Outside Activity Reports	Every year, faculty, academic staff and other individuals listed on human subjects protocols or Federal grants, including graduate students, report outside activities and financial interests related to their field(s) of professional work to comply with Federal, State, and University policy. Using an electronic form, faculty and academic staff must submit a report even ifit only indicates no outside activities.	HR Copy: Retain for 3 years after completion of review and destroy confidentially. Local/Personal Copies: Destroy when no longer needed.

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Other Common Records

RRDA #	Record Series Title	Description	Retention/Disposition
UWM 200	Ballots for Election to Committees	Written or electronic ballots used to elect people to or chairs of committees.	Retain for 1 year after vote and destroy.
UWBC001	Business Communication: Routine	Normal communication that occurs when university employees work to transact public business on behalf of the UW System.	Retain for 6 months after completion of project and destroy. If the communication is part of a different scheduled record series, use that disposition.
UWBC002	Business Communication: Transitory	Communication which 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.	Retain for 1 week after creation or until superseded and destroy.
UWM 382	Catalog Change/Copy File	Documentation relating to the development of the course catalog, including correspondence, changes submitted by academic departments to the course catalog, markups of revised pages, and page proofs.	Retain until catalog is published and destroy.
UWM 435	Closed Section Interest Forms	Forms received by departments to maintain waiting lists for course sections that are otherwise full.	Retain 3 months after beginning of semester and destroy.
UWM 050A	Outside Activities Disclosures-- Paper	Paper forms of Outside Activities Disclosures not yet entered into database.	Retain for 2 years after entered into database and destroy confidentially.
UWM 383	Schedule of Courses Production Records	Documentation relating to the production of the Schedule of Classes, including lists of classes, budgets, change requests, error reports, and correspondence.	Retain until schedule is produced and destroy.
UWM 349 / UWM 350	Scholarship Applications	Application material submitted for scholarships awarded by individual academic units.	Retain until notification of award and destroy (non-awardee) or transfer to student file (awardee).
UWM 421	Syllabi Files	Collections of syllabi produced by faculty and collected by department staff for reference and verification purposes, in accordance with UWM Uniform Syllabus Policy.	Retain for 2 years after end of semester and transfer to archives.

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Questions about anything on this site? Email the Records Officer or call Records Management at (414)-229-6979.