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Acquisition Record

This series provides a record of items on order. May contain brief catalog information. Once the item is received, the acquisition record becomes a catalog record; however, if the item is not received, the record is purged. 

Official Copy: Any Library
Retention: 0 years if item is never received or error in record
Disposition Method: Shred

Article and Manuscript Submissions - Rejected

This series provides a record of articles or manuscripts submitted to University of Washington publications that were, upon review or after negotiation with author, rejected.

Official Copy: Any Journal
Retention: 1 year after determined unpublishable
Disposition Method: Shred

Call Slips

Provides a record of requests for retrievals. The slip contains the patron's name, User No., the item's call number, etc. This series may also be called Manual Checkout Slips or Retrieval Request Forms.

Official Copy: Any Library
Retention: Destroy after the return of object on loan
Disposition Method: Shred

Catalogue Records

Provides a record of a library's holdings. The record may contain item information, such as holding location, call number, author, title, notes, etc. and may be in hardcopy or electronic format.

Official Copy: Any Library
Retention: 0 years after withdrawal of material
Disposition Method: Recycle

Donor Files (Non-Cash Gift Records)

Provides a record of non-cash gifts, including both non-appraised and appraised items, received by a Library. May include gift transmittal, gift report form, correspondence, etc. which document the donation to the UW Libraries. All original, relevant documentation should be transferred to Gifts Program.

Official Copy: UW Libraries: Gifts Program
Retention: 10 years after last gift from donor
Disposition Method: Transfer to Archives for review 

Other Copy: Any Library
Retention: 3 years after date created
Disposition Method: Shred

Editorial Committee/Board Meeting Records

A record of actions and decisions of a journal's editorial board. Typically includes minutes, agendas, notes, reports, etc. 

Official Copy: Any Journal
Retention: 6 years after the end of the calendar year
Disposition Method: Transfer to Archives for review

InterLibrary Request Documentation

Provides a record of request where a library is the borrower or lender, in response to a patron request for resources. May include invoices, receipts, etc. Once the transaction is completed, the patron information may be deleted from the request.

Official Copy: Any Library
Retention: 6 years after return of the item
Disposition Method: Shred or Delete

Library Card Application

Provides a record of application for a library card.

Official Copy: Any Library
Retention: Varies, see departmental retention schedule
Disposition Method: Shred or Delete

Lost and Found Records

Logs documenting the date, the item lost/found, name of who lost/found, claimant name of who claimed, and the method of disposal for any unclaimed items.   

Official Copy: Any Office
Retention: 6 months after the end of the month
Disposition Method: Recyle or Delete

 

Mailing or Distribution List

A record of subscribers to a journal.

Official Copy: Any Journal
Retention: Until Superseded
Disposition Method: Shred or Delete

Patron Correspondence

Provides a record of correspondence between patrons and library staff. May contain contact information, requested items, or questions, etc.

Official Copy: Any Library
Retention: Destroy when no longer needed
Disposition Method: Shred or Delete

Patron Record

Provides a record of contact information, status and affiliation of patron with the library. May be in electronic or hardcopy.

Official Copy: Any Library
Retention: 0 years after expiration of patron
Disposition Method: Shred or Delete

Permission Request Letter

Provides a record of requests from individuals or publishers who want to use an article from a journal. May include a copy of the text sent to the individual or publisher.

Official Copy: Any Journal
Retention: 6 years after approval granted or denied
Disposition Method: Transfer to Archives for review 

Publication History File

Documentation of the history and development of a journal. May include former board or peer reviewers, distribution statistics, etc.

Official Copy: Any Journal
Retention: 6 years after end of calendar year
Disposition Method: Transfer to Archives for review 

Publication Working File

Provides a record of the editing phase of the journal. May include the original submissions for an issue, working drafts, correspondence between the editor and author, reviewers' comments, timelines, task lists, article development, etc.

NOTE: The email or letter from the author granting final approval of the article for publication needs to be filed with the Publishing and/or Copyright Agreement.

Official Copy: Any Journal
Retention: 1 year after issue published
Disposition Method: Shred or Delete

Publishing and/or Copyright Agreement

An agreement between the University of Washington and the author regarding the writing of a journal article. May include copyright agreement or related documents, proof of layout, etc. Also includes the final approval of the article.

Official Copy: Any Journal
Retention: 6 years after termination of contract
Disposition Method: Transfer to Archives for review

Selection Review Process

Provides a record of how submissions are determined to be publishable or unpublishable.

Official Copy: Any Journal
Retention: Varies, see departmental retention schedule
Disposition Method: Shred or Delete

Serial Binding Instructions

Provides a record of the binding instructions sent to the vendor.

Official Copy: Any Library
Retention: Varies, see departmental retention schedule
Disposition Method: Recycle

Subscription Records

Provides a record of subscriptions received by a journal. May contain the subscription form and financial records.

Official Copy: Any Journal
Retention: 6 years after end of fiscal
Disposition Method: Shred or Delete

System Down Transaction Log Sheet

Log is used to record check-out of books in the event of a system crash or when the system is temporarily off line. May include patron name, barcode number of patron and book, check out date, date due, miscellaneous notes, initials of library personnel and date. Information is input into the system once it is up and running.

Official Copy: Any Library
Retention: 1 month after data entered and verified
Disposition Method: Shred

Transaction Records

Provides a record of material or services checked out, on hold, ordered, or billed for fines. After the item is returned, the record is destroyed unless a fine is incurred.

Official Copy: Any Library
Retention: 0 years after return of item
Disposition Method: Shred

User Agreements

Provides a record of agreements regarding access to and use of materials in a special collection.

Official Copy: Any Library
Retention: 6 years after termination of research
Disposition Method: Shred

Vendor Correspondence

Provides a record of correspondence between the office and vendors regarding issues with orders.

International Vendors
Official Copy: Any Office
Retention: 4 years after the end of the biennium
Disposition Method: Recycle or Delete

National Vendors 
Official Copy: Any Library
Retention: 2 years after the end of the biennium
Disposition Method: Recycle or Delete