Records Retention & Disposal Schedules
The UW-La Crosse 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 chart below indicates which university office or
department holds the official copy of each record and the
minimum required retention period for the official copy, as well as the
recommended retention period for all other copies,
including convenience copies and copies held by other
departments.
The general schedule is not a listing of all university records.
Please contact us with any questions
about records not mentioned below. In addition, when disposing
of records that contain sensitive or confidential information,
please follow the confidential records disposal procedures
described
here.
| Record Series Name | Official Copy Holder | Other Copies |
|---|---|---|
| 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Office/Dept studied -Permanent | Until obsolete or superseded |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 questionnairess | 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| Annual Reports | Office of origin - Permanent | Until superseded |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| Audit & Review Reports | Provost/Vice Chancellor - Permanent | Until superseded |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| Audits | Vice Chancellor for Administration & Finance - Permanent | Until obsolete or superseded |
| Book & Textbook Orders | Bookstore - 3 years | Current year |
| Budget Allocations & Adjustments | Assistant Vice Chancellor for Budget & Finance - 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-La Crosse | Provost/Vice Chancellor and UW-La Crosse archives - Permanent | Until superseded |
| Central Stores Requisitions | Campus 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-La Crosse representative - forward to successor or transfer to UW-La Crosse archives for permanent preservation | Until obsolete or superseded |
| Construction and Remodeling Records | Vice Chancellor for Administration & Finance - Permanent | Until project completed |
| Contracts | Vice Chancellor for Administration & Finance - 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 | Telephone Services - Permanent | Current year |
| Expense/Revenue Reports (General Ledger) | See Accounting Report | |
| Faculty Senate - Minutes | Faculty Senate -Permanent | Until reviewed |
| Field Value and Job Documentation | ITS - 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 |
| Graded Course Materials (incl. exams, papers, etc.) | Instructor (or if Instructor is no longer employed by UW-L, Academic Department) - end of subsequent semester, or expiration of student's period to challenge course grade, if longer. | n/a |
| Grants - Funded | Sponsored Research - Permanent | Discretion of office |
| Grants - Rejected Proposals | Sponsored 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 - Permanent | Termination |
| Personnel Files - Unclassified Staff | Human Resources - 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 Aid - 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-La Crosse Publications
|
All permanent retention by archives and office of origin, responsible for publication. | All until obsolete, read, or superseded |