425 Steenbock Library
550 Babcock Drive
Madison, WI 53706-1201
Phone: (608) 262-5629
FAX: (608) 262-8899
Email: Records Management
© 1996-2007 by the Regents of the
University of Wisconsin.
Last updated:
April 2007
Originally published:
prior to 2001
|
Department Academic Administrative Information General Records Schedule
The academic department office represents the heart of academic activity
with the University and therefore, contains the greatest portion of
documentation that is frequently appraised as having long term or historical
value. Establishing a campus-wide policy in this area will support consistent
retention and preservation practices with regard to these important campus
records. In addition, it will encourage department offices to set up systematic
retention practices for administrative documentation in much the same
way that they manage other types of records.
This records retention schedule will apply to departments on the UW-Madison
campus.
Please read this warning. Records
disposition may not take place if there is an open records request,
or if there is pending litigation or audit involving these records.
TRAINING AND ASSISTANCE: The staff of the University Archives
will provide training and assistance with the implementation of this general
records schedule.
CONFIDENTIALITY: Record series listed in this general schedule
are not confidential.
|
RDA #
|
Record Series Title
|
Retention & Disposition
|
|
649
|
Department Meeting Minutes
|
Retain 5 years and transfer to the Archives
|
|
650
|
Department Executive Meeting Minutes
|
Retain 5 years and transfer to the Archives
|
|
651
|
Ballots-Elections to Committees
|
Retain 1 year and destroy
|
|
652
|
Department Chair Correspondence
|
Retain 5 years and transfer to the Archives
|
|
653
|
Alumni Directories
|
Transfer one copy to the Archives
|
|
654
|
Alumni Organization Records
|
Consult with Archives prior to disposal
|
|
655
|
Department Budget Files
|
Retain 2 Bienniums and destroy
|
|
656
|
Official Publications and Reports
|
Transfer one copy to the Archives
|
|
657
|
Course Handouts
|
Transfer one set to the Archives
|
|
658
|
Course Syllabi
|
Transfer one set to the Archives
|
|
659
|
Course Material Reproduced or Prepared by the Department
|
Retain until superceded and then destroy
|
|
661
|
Course Catalogs and Bulletins
|
Transfer one copy to the Archives
|
|
662
|
Department Subject Files
|
Retain 5 years and transfer to the Archives
|
|
665
|
Ballots-Executive Committee Actions
|
Destroy provided vote has been recorded. Recording requires listing
each faculty member and his or her vote
|
|
666
|
Audio-Visual Materials-photos of department staff, events, programs,
etc.
DOES NOT include audio-visual materials prepared for course instruction
or conduct or research unless of a unique nature
|
Transfer to the Archives
|
Approved by Wisconsin Public Records Board, 11/15/95
return to top
|
