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Vital Records: 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 - 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
Research Protocols (Drug Development and Human Subjects)
Security Codes
Technical System
Documentation
Transcripts
- Important Records - Official Copies of:
Accreditation
Documentation
Annual/
Monthly/
Quarterly Reports
Billing Source
Documents
Current Calendars, Appointment
Books, and Daily Schedules
Faculty Effort
Certifications
Grade Appeals and
Grievance Files
- Useful Records
Bank Records
Correspondence
Equipment
Maintenance/Service Reports
Registrar's
Statistical Reports - Copies
Subject files
- Non-Essential Records
Material 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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