General Records Retention Schedule
(Revised) August 2005
The following materials are considered to have no administrative, legal,
fiscal or archival requirements for their retention. They may be
disposed of as soon as they have served their reference purpose.
- Duplicates: Extra copies of correspondence, completed forms,
bulletins, statistics, reports, hardcopy printouts from a database
(including e-procurement purchase orders and reports),
electronic files extracted from a master file or database, mailing
lists, etc., used only for reference or informational distribution.
- Document Errors: Incorrect versions of documents, forms or
reports
that had to be regenerated in order to correct errors in typing, data
entry, spelling, grammar, or format.
- Miscellaneous Notices or Memoranda: Memos and postings that do
not relate to the functional responsibility of the department (i.e.,
announcements of meetings, reservations, confirmations, itineraries,
acknowledgements, form-letter thank you notes, etc.).
- Preliminary Drafts
- Published Reference Materials: Printed materials received from
other UW offices, vendors or other non-UW institutions, which require no
action and are not needed for documentary purposes. May include
technical reports/studies, magazines, catalogs, periodicals, flyers,
announcements, newsletters and other widely distributed printed materials
received by a UW office.
- Requests for Information: Routine memos or forms used to request,
or respond to requests for, information, forms, mailing lists, database
printouts, publications, requests for computer printouts, etc. Retain
until after the information has
been sent or received.
- Routing Slips: Memos used to direct the distribution of
documents.
- Stocks of Publications: Supplies (multiple copies) of
departmentally-produced printed documents which are superseded, obsolete
or otherwise valueless. May include program brochures, booklets, flyers,
forms, catalogs, directories, manuals, posters and other informational
materials produced by a department for wide distribution.
NOTE: One copy of all UW publications should be sent to
Archives at Box 352900.
- Transmittal Memos: Letters and FAX cover sheets which accompany a
document, report, form, etc., that do not add any substantive information
to the transmitted material.
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