Records Management Services

UW-Eau Claire General Retention Schedule

The UW-Eau Claire General Retention Schedule is a selective listing of common university records. It applies to records when they are not a part of other record series with longer retention periods and applies to records in all formats, not just paper records. The schedule contains the following information:

Who holds the official copy of each record and the required retention period for that official copy?
The minimum required retention period for all other copies of each record

The general schedule is not a listing of all university records. Any records maintained that do not appear on this list must be scheduled for retention by the Records Manager.

UW-Eau Claire General Retention Schedule

Record Series Name	Official Copy Holder: Minimum Retention	Other Copies: Minimum Retention
Absence Reports	Human Resources - 5 years	Current year
Accounting Report (General Ledger)	Business Services - Permanent	Final run of fiscal year-5 years
Accreditation Reports or Self Studies	Office/Dept studied -Permanent	Until obsolete or superseded
Advising Files	Academic Offices - 1 year beyond termination or graduation for majors and minors	n/a
Alumni Surveys -Completed, detail questionnaires	Office of origin - until summarized in findings	n/a
Alumni Surveys - Summary and sample questionnaires	Office of origin - Permanent	n/a
Annual Reports	Office of origin - Permanent	Until superseded
Applicant Files - Classified Staff	Human Resources - 3 years	Until position filled
Applicant Files - Unclassified Staff, Unsolicited	Any office - Discretion of office	n/a
Applicant Files - Unclassified Staff, Solicited, Published Opening	Office of Opening - 7 years	n/a
Attendance Records, Exempt Classified Staff	Human Resources - 5 years	Current year
Audit & Review Reports	Provost/Vice Chancellor - Permanent	Until superseded
Audit Trails	Any office - until verified	n/a
Audits	Vice Chancellor for Business and Student Services - Permanent	Until obsolete or superseded
Book & Textbook Orders	Bookstore - 3 years	Current year
Budget Allocations & Adjustments	Business Services - Permanent	Current year plus one
Budget Preparation	Any Office - Current year plus one (minimum)	n/a
Budget Requests - Narrative Justifications	Office of origin - Permanent	Until obsolete or superseded
Capital Goods Inventory	Inventory Control - Until equipment is surplus	Until report superseded
Catalog - UW-Eau Claire	Provost/Vice Chancellor and UW-Eau Claire Archives - Permanent	Until superseded
Central Stores Requisitions	Central Stores - 3 years	Current year plus one
Class Attendance Records	Instructors - One year beyond term
Class Lists	Records & Registration - Permanent	Current year
Committee & Task Force Records: minutes, agendas, correspondence, policies, rulings, mission	Chairman or UW-Eau Claire representative - forward to successor or transfer to UW-Eau Claire Archives for permanent preservation	Until obsolete or superseded
Construction and Remodeling Records	Vice Chancellor for Facilities Planning and Management - Permanent	Until project completed
Contracts	Vice Chancellors for Facilities Planning and Management and Business Services - Permanent or 6 years depending on contract type	Until expired
Course/Instructor Evaluation Summaries	Academic Offices - Permanent	n/a
Course/Instructor Evaluation Detail	Academic Offices - Tenured - 1 year Untenured - 6 years	n/a
Course Syllabi and Revisions	Academic Deans - Permanent	Current year
Directories	Voice Comm/Loss Prevention - Permanent	Current year
Expense/Revenue Reports (General Ledger)	See Accounting Report
Faculty/University Senate - Minutes	Faculty and University Senate -Permanent	Until reviewed
Field Value and Job Documentation	Computing and Networking Services - Permanent	Until superseded
Floor Plans	Facilities Planning & Management - Permanent	Current
General Ledger	See Accounting Report
Grade Books	Academic Departments - 2 years beyond most recent term	n/a
Grants - Funded	University Research - Permanent	Discretion of office
Grants - Rejected Proposals	University Research -1 year	Discretion of office
Honor Society Records	Office of origin - Permanent	Until obsolete
Instructional Materials	Academic Departments & Faculty - Until obsolete	n/a
Instructor/Course Evaluation Summaries	See Course/Instructor Evaluation Summaries
Instructor/Course Evaluation Detail	See Course/Instructor Evaluation Detail
Job Documentation and Field Value	See Field Value and Job Documentation
Long Range Plans	Office of origin - Permanent	Until Obsolete
Minutes and Agendas	See Committees
News Releases	Publications - Permanent	Until published
Newsletters and other department publications	Office of origin - Permanent	Until read
Personnel Files - Classified Staff	Human Resources	Termination
Personnel Files - Unclassified Staff	Chancellor's Office - Permanent	5 years after termination
Pre-Professional Association Records	Office of origin - Permanent	Until obsolete or superseded
Press Releases	Publications - Permanent	Until published
Purchase Orders	Business Services - 5 years	Current fiscal year plus one
Receipts (issued through or forwarded to Controller)	Controller - 5 years	Current fiscal year plus one
Receipts (where summary only sent to Controller)	Issuing office - 5 years	n/a
Records Retention Schedules	Records Management - Permanent	Until obsolete or superseded
Requisitions	Purchasing - 5 years	Current fiscal year plus one
Self Studies	See Accreditation Reports
Sports Releases	Athletics - Permanent	Until read
Student Academic Records	Records and Registration - Permanent	Until obsolete
Student Earnings Statements	Financial Aids - 7 years	Until verified
Student Evaluation of Instructor Detail	Academic Offices - Tenured - 1 year Untenured - 6 years	n/a
Student Evaluation of Instructor Summaries	Academic Offices - Permanent	n/a
Student Organization Reports/Petitions	Receiving Office - Permanent	Until obsolete or superseded
Student Surveys & Questionnaires - Detail	Any office - 1 year	n/a
Student Surveys & Questionnaires - Summaries and sample questionnaire	Office of origin - Permanent	Until obsolete or superseded
Textbook Orders	See Book & Textbook Orders
Time Sheets (LTE, Classified, Student)	Human Resources - 5 years	Until payment received
Travel Authorizations and Expense Reports	Business Services - 5 years	Current year
UW-Eau Claire Publications Catalog Class Schedules Classified Handbook Directories Factbook Faculty Handbook Policy Book Spectator University Bulletin View	All permanent retention by Archives and office of origin, responsible for publication.	All until obsolete, read, or superseded

Please call Records Management at 836-2404 (or email: derosiba@uwec.edu) for assistance in using this guide if your office has records not listed in this guide or if you need to transfer records to the UW-Eau Claire Archives or the University Records Center. Even if your office is not the designated holder of the official copy of a record that is scheduled for permanent retention, please contact the Archives at 836-2739 before destroying your copies when you first weed your files. These copies may be needed to fill gaps in existing collections.