UWM Records Management--Common Records Schedules

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.

Personnel Records
Student/Academic Records
Fiscal/Accounting Records
Other Records

Common Personnel Records [See All Personnel Schedules ]

RRDA #	Record Series Title	Description	Retention/Disposition
PERS124	Official Personnel FileClassified Staff	Documents employee personnel actions during the employment of the employee.	Retain for 7 years after termination and destroy confidentially.
UWPERS001	Official Personnel FileFaculty	As in PERS124; also includes tenure review files	Retain for 30 years after termination and transfer to archives.
UWPERS001	Official Personnel FileUnclassified 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 Records [See all student/academic schedules ]

RRDA #	Record Series Title	Description	Retention/Disposition
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.
UWM 423	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 1 year after end of semester and destroy confidentially.
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.

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Common Fiscal/Accounting Records [See all fiscal/accounting schedules ]

RRDA #	Record Series Title	Description	Retention/Disposition
FISC110	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.
FISC300	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.
90206	Payroll Inputs and Reports	Forms and reports submitted to payroll/personnel by employees, including Leave Reports, Leave Requests, Paid Overtime Documentation, and requests for salary/payroll adjustments.	Retain for 5 years after creation and destroy. Employee personal copies may be destroyed when no longer needed.
FISC301	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.
UWM 184	Time Cards and Time Sheets	Original cards and sheets or forms indicating the hours and dates worked for each pay period for classified staff, LTEs, and students.	Retain for 5 years after creation and destroy confidentially.

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Other Common Records [See all miscellaneous schedules ]

RRDA #	Record Series Title	Description	Retention/Disposition
UWM 159	Agreements and Contracts (Originals and Copies)	Both the original and copies of contracts between UWM and other government or private entities retained by the office or department.	Retain for 6 years after close of contract and destroy confidentially.
UWCOMM001	Business Communication: Routine	Normal communication that occurs when university employees, and sometimes their colleagues who are not university employees, work together to transact public business on behalf of the University of Wisconsin System.	Retain for 6 months after completion of project and destroy. If the communication is part of a different scheduled record series, use that disposition.
UWCOMM002	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. If the communication is part of a different scheduled record series, use that disposition.
UWM 120	Committee Minutes	Minutes of all committees, whether departmental, ad hoc/advisory, or task force.	Retain for 3 years after creation and transfer to Archives.
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 131	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.	Retain for 3 years after creation and transfer to Archives.
UWM 133	Subject Files	Subject files document the activities of academic departments on campus, including the internal development and operations of programs. Records include correspondence, reports, memoranda and notes, publications, and announcements. These files may also be known as departmental or office files, mixed files, or program files.	Retain for 3 years after creation 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.