University of California Records Management Disposition SchedulesA. BOOKSTORERecord Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
II. AUXILIARY & SERVICE ENTERPRISES
Columns Bookstore Shipping Memos, closed Bookstore 1-5 0-1B. COMPUTER CENTER
Campus Computer Center Computer Computer 0-7 then to 0-7
Utilization Report Center Archives
Campus Computer Center Personnel Report Computer 0-5 0-5
Center
Long-Range Computing Plan & Long-Range Computer 0-7 0-7
Computing Plan Projection of Operations Center
Revenue from Instructional Use of Computer 0-7 0-7
Computers - 12 month Period Center
C. GARAGE
G Auto Mileage Usage Report Department 0-1 0-1
G Car Assignments, Monthly Garage 1 ---
Business-SF
Cashier-SD
G Car Requests Garage UAT ---
Business-SF
Cashier-SD
G Central Garage Gasoline Receipts Garage 0-1 ---
UAFM 49 Expense Recharge Tickets, Vehicle Garage *5 0-1
UAFM 30 Trip Ticket, Vehicle Garage *5 0-1
G or Vehicle Assignment Ticket Garage *5 0-1
UAFM 36
Vehicle Inventory Report OP-Bus. 1-2 1-2
Affairs
G or Vehicle Maintenance Ticket Garage Life of 0-1
UAFM 60 vehicle
Automotive Fleet Management Reports - Computer Generated
G or Input Transaction List Central 1 0-1
AFM-0001 Garage
G or Vehicle Listing Central 1 0-1
AFM-0011 Garage
G or Garage Transaction Activity Central 1 0-1
AFM-0101 Garage
G or Statement of Charges Central *5 0-3
AFM-0501 Garage
G or General Ledger Entries Accounting *5 0-3
AFM-0505
G or Garage Detail Report Central 1-5 0-1
AFM-0601 Garage
AFM-0602 Summary Vehicle Universitywide Report OP-Bus. 1-5 0-5
Affairs
G or Garage Expense Report Central 1-5 0-1
AFM-0801 Garage
G or Garage Utilization/Operation Report Central 1-5 0-1
AFM-0802 Garage
G or Garage Master Data Central 1-5 0-1
AFM-1101 Garage
G or Assigned Vehicle Listing Central 1-3 0-1
AFM-1201 Garage
G or Exception Listing, Vehicle Central 0-1 0-1
AFM-1301 Garage
G or Rotation Report, Vehicle Central 0-1 0-1
AFM-2101 Garage
G or Replacement Review, Vehicle Central 1-3 1
AFM-3101 Garage
G or Vehicle Disposal Report Central 1-3 1
AFM-3201 Garage
G Summary-Vanpool Income & Expense Report Central 1-5
Garage
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
D. HOUSING & RESIDENCE HALL ADMINISTRATION
G Application, Residence Halls Housing or
Residence
Halls
Assigned 1-5 ---
Unassigned 1-5 ---
G Cancellation of Contract, Residence Housing or 1-5 0-1
Halls Residence
Halls
Accounting-SB
G Check-out Forms, Residence Halls Housing or 1 ---
Residence
Halls
G Contracts, Residence Halls Housing or 1-5 ---
Residence
Halls
RHA-5 Daily Charge Chart, Residence Housing 1 0-1
Office
G Deposit Cards, Residence Halls Housing or 2-5 0-5
Residence
Halls
UADM-2 Housing Locator Card Housing 1 ---
Office
G Ledger Cards or Student Record of Housing or 2-5 ---
Payments, Residence Halls Residence
Halls
Cashier-SB
G Married Student Housing Records, Housing or 1-5 ---
Residence Halls Residence
Halls
G Occupancy Records (Count Control) Housing or 1-5 ---
Residence
Halls
G Summer Session Records (including Housing or 1-2 0-1
conferences), Residence Halls Residence
Halls
Housing and Residence Hall Reports - Computer Generated
HS203 Housing and Transportation Statistics Housing or 10 0-1
Residence
Halls
RHA-0050 Ledger Support Transaction Listing Residence 1-5 0-1
Halls
RHA-0060 Delinquency Report Residence 1-3 0-1
Halls
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
E. INTERCOLLEGIATE ATHLETICS
G Athletic Agreement between Campus and Athletic 2-5 after ---
Opposing Team Dept. or termination,
Phys. Ed. subject to
Archival
review
G Complimentary Tickets Report, Athletic 2-3 0-1
Intercollegiate Athletics Dept. or
Phys. Ed.
Chancellor-B
G Lettermen Points Card Athletic 0-5 ---
Dept. or
Phys. Ed.
F. PARKING
Annual Expenditures from UC Parking OP-Business 3 0-3
System Revenue Account during FY Affairs
Annual Report of Operations and Space OP-Business 1 year after 1 year after
Utilization - Indentured Parking System Affairs audit by audit
University's
outside
auditors
completed
G Application for Permit Parking 1 0-1
Cashier-SD
Police-R,SB
G Citations Police 1 0-1
G Expired Parking Decals and Card Keys Parking 1-2 ---
Long-range Capital Improvement Schedule OP-Business 3 0-3
and Projected Fund Sources FY through FY Affairs
Long-range Parking Requirement OP-Business 3 0-3
Projection and Estimated Revenues Affairs
Parking Occupancy Summary OP-Business 3 0-3
Affairs
G Parking Permits Parking 1 0-1
Business-SF
Cashier-SD
Communica-
tions-R,SB
G Parking Records, Departmental Department 0-1 0-1
Parking Sales Summary OP-Business 3 0-3
Affairs
G Parking Ticket Inventory Control Forms Parking 2 ---
and Support Documents
G Refunded Parking Rate Ticket Parking 1-2 ---
G Request for Supplementary Permit Cashier or 1-2 0-2
Police
G Special Permits Parking 1-2 0-1
G Warnings Police 1-4 0-1
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
G. STOREHOUSE AND RECEIVING
Freight Claim Record Purchasing/ 2-5 2-5
Receiving
Freight Register (Incoming) Receiving 1 0-1
Freight Register (Outgoing) Receiving 1 0-1
Inspection Report of Concealed Loss or Purchasing/ 2-5 2-5
Damage Receiving
Loss and Damage Claim Purchasing/ 2-5 2-5
Receiving
Purchase Records and Vendor Cards, Storehouse 3 ---
University Storehouse Purchasing-SF
Shipping Request/Shipping Memo Receiving 1 1
Stock Issue Cards, University Storehouse Storehouse 3 ---
Purchasing-SF
Storehouse Reports - Computer Generated
ST010 Edit Storehouse Activity File Storehouse 1 ---
ST030 Activity Report, Weekly (Update Storehouse 0-1 0-1
Storehouse Master File)
ST040 Stock Items List Storehouse 1 0-1
ST050 Print Summary Price List for Storehouse Storehouse Until Until
superseded superseded
ST080 Storehouse Catalog Storehouse Until Until
superseded superseded
ST104 Card to Tape and Edit Storehouse Storehouse 1-2 0-2
Blanket Conversion
ST110A Department Charge Listing Storehouse *10 1
ST110C Buy-out Activity Storehouse 5 1-5
ST110D Stock Activity, Monthly Storehouse 5 1-5
ST110E Write-off and Inventory Discrepancies Storehouse 5 1
ST220 Stock File Value Edit OP-Business 2 ---
Affairs
ST230 Master File Value Extract OP-Business 2 ---
Affairs
ST250A Campus Distribution-by-Value at Cost OP-Business 4 ---
Affairs
Storehouse 4
ST250B Class Distribution-by-Value at Cost OP-Business 4 ---
Affairs
Storehouse 4 ---
ST730A Inventory Closing Accounting *5 0-3
ST730B Obsolete Items Listing Storehouse 3 0-1
ST750 Summary of Sales, Annual Storehouse 2 0-1
STX0250 Storehouse Master File Status Changes Univ. 1 1
Materiel
Manager,
Store
Coordinator
STX0500 Storehouse Price List Storehouse Until
superseded
STX5500 Storehouse Catalog Edit and Update Univ. 1-5
Materiel
Manager,
Store
Coordinator
STX5600 Storehouse All-campus Catalog Univ. Until
Materiel superseded
Manager,
Store
Coordinator
STX5601 Storehouse Campus Catalog Univ. Until
Materiel superseded
Manager,
Store
Coordinator
STX5690 Storehouse All-campus Catalog Index Univ. Until
Materiel superseded
Manager,
Store
Coordinator
STX5691 Storehouse Campus Catalog Index Univ. Until
Materiel superseded
Manager,
Store
Coordinator
Record
Type or
Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS
Record Record Copy Other Copy
H. TELECOMMUNICATIONS
G Annual Report Telephone 2, then to 0-1
Archives
CRS3 Campus Communications Cost Summary Telephone 1-5 0-1
CRS2 Campus Communications Management Report OP-Business 5 0-1
Affairs
Telephone 5 0-1
CRS4 Campus Communications Semi-Annual Cost OP-Business 5 0-1
Report Affairs
Telephone 5 0-1
CRS5 Campus Stations-in-Service Report OP-Business 5 0-1
Affairs
Telephone 5 0-1
G Departmental Order File Telephone 1 ---
G Equipment Ledger Telephone 0-2 0-1
CRS6 ITS-Parallel Toll Calls Semi-Annual OP-Business 5 0-1
Report Affairs
Telephone 5 0-1
UBUS100 Intercampus Telephone System Trouble Telephone 1 UAT
Report
G Line Assignment Log Telephone Until ---
superseded
G Service Order Number Assignment Log Telephone 1
G Single Record, Equipment and Credit Telephone 0-1 UAT
Cards
G Telegraph, Teletype, and Western Union Telephone 1 0-1
Messages
G Telephone Company Detail Billings Accounting *5 0-1
(multi-message unit calls, long distance
calls, and equipment and accessory
listings)
G Telephone Equipment Work Sheets Telephone Until ---
superseded
G Telephone Service Charge Slips Telephone *1 0-1
Accounting-D,
LA, SF
G Telephone Service and Installation Business 0-1 0-1
Orders Affairs
Telephone-D,
I, SB, SD
G Telephone Survey Reports Telephone 1
G Toll Ledger Telephone 0-2 0-1
G Toll Tickets Telephone 0-2 0-1
CRS-1 Universitywide Communications Management OP-Business 5 0-1
Report Affairs
Communications Report - Computer Generated
C010 Equipment File Change Transmittal Telephone 1 ---
CE010 Telephone Equipment File Maintenance Telephone 1 0-1
CE020 List Telephone Equipment Transactions Telephone 1 0-1
CE040 List Communications Equipment by Telephone *5 0-1
Department
CE050 Match Toll Billing to Master for Telephone *5 0-1
Account Number
CE050A Telephone Toll Balance List Telephone 1 0-1
CE100 List Communications Equipment by Telephone 1 0-1
Building
CEX0470 Monthly Campus Toll Calls by Area Code Telephone 1 ---
CEX4151 Expenses Incurred by Not Using Telephone 1 0-1
Intercampus Tieline