Appendix 1: Categories and Examples

These are some general examples. The records in each office will vary depending on each office's specific functions. For the definition and retention period of the records listed below, please see the University General Records Retention Schedule.
 
Vital Records are Official Copies of:

  • Administration Records for Grants/Contracts
  • Application for Internal (UW) Research Support Funds - Awarded
  • Bid Documents
  • Blueprints of Facilities
  • Board of Regents Minutes
  • Consent Forms - Adult and Minor
  • Contracts - Purchase, Lease or Rental
  • Deeds for University-Owned Property
  • Endowment Fund Records
  • Equipment Inventory Reports (Physical Inventories)
  • General Ledgers
  • Human Subject Review Committee Applications - Awarded
  • Insurance policy information
  • Meeting Minutes
  • Organization Charts and Listings
  • Patents and Trademarks
  • Payroll Folders
  • Personnel Folders
  • Policies and Procedures
  • Research Data
  • Protocols (Drug Development and Human Subjects)
  • Security Codes
  • Technical System Documentation
  • Transcripts

 
Important Records are Official Copies of:

  • Accreditation Documentation
  • Annual/ Monthly/ Quarterly Reports
  • Billing Source Documents
  • Current Calendars
  • Appointment Books and Daily Schedules
  • Faculty Effort Certifications
  • Grade Appeals
  • Grievance Files

 
Useful Records are Official Copies of:

  • Bank Records
  • Correspondence
  • Equipment Maintenance/Service Reports
  • Registrar's Statistical Reports - Copies
  • Subject files

 
 
Non-Essential Records are materials that may be disposed of without a specific retention period, including:

  • Advertisements/Announcements
  • Phone messages
  • Requests for information - answered
  • Routing slips
  • Trade catalogs

 

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