Records Inventory Worksheet for Departing Employees

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1	Records Inventory for Departing Employees
2	The following worksheets are templates for you to use for inventorying records for departing employees. The templates can be used as is or adapted to meet your needs. If you need assistance or have any questions, please contact the Records Management Program.
3	Using the Worksheets
4		Step 1	Download or copy this spreadsheet to your Google Drive or hard drive. If you don't know how to do this, see these instructions.
5		Step 2	Begin with the Records Inventory tab. List all the records managed by you or in your possession, identify the records retention schedules associated with them, and note where they are currently located (physically or electronically). If you can't find a records retention schedule for the records, please contact the Records Management Program for assistance.
6		Step 3	Once the records inventory has been completed, use the other worksheets to document the management of the records that the departing employee was responsible for. For records that have met retention and are not part of an open public records request, audit, or litigation AND have "Destroy" or "Destroy Confidential" as a disposition, add these to the Records Destructed worksheet. For records that met retention and are not part of an open public records request, audit, or litigation AND have "Transfer to Archives" as a disposition, add these to the Transferred to Archives worksheet. For records that are still in use, have not met retention, or have a disposition of Permanent, add these to the Records to Retain worksheet.
7	Definition of Worksheet Fields
8	All Worksheets	Record Name	The generally accepted title that the department uses in its normal day-to-day procedures when refering to a kind of record. This terminology may be identified by the institution, person conducting inventory, or the title of the form or document. Examples of record types include departmental meeting minutes, daily invoices, 2024 spring semester student assignments. It is recommended to use descriptions that will be understood by other staff within the unit.
9	All Worksheets	Schedule Number	The number assigned to the records retention schedule, which can be a mixture of letters and numbers used to identify the records retention schedule. May also be known as as "RDA No." or "Records Series Number". See the Records Management Program website for a full list of records retention schedules that apply to UW-Madison.
10	All Worksheets	Schedule Title	The title of the records retention schedule which is used to describe a group of related records or documents. May also be known as "Records Series Title".
11	All Worksheets	Retention Event (EVT)	Described in the record schedule, this is the event that triggers the retention period to start. Examples of retention events are creation, fiscal year, and date of last attendance.
12	All Worksheets	Retention Period	Described in the record schedule, this is the minimum amount of time that a record must be retained before being disposed of, typically expressed in terms of years, months, weeks, or days. Records should be kept no less than the amount of time indicated before being disposed of. (10 years, 2 weeks, 0 days, etc.)
13	All Worksheets	Disposition	Described in the record schedule, this defines how to handle the record once it has met its retention period and the record is not part of an open public records request, litigation, or audit. Typical methods are Destruct, Destruct Cofidential and Transfer to UW Archives. Records that are Permanent remain with the Office of Record.
14	All Worksheets	Confidential or PII	Described in the record schedule and used to indicate whether records have confidential or Personally Identifiable Information (PII).
15	All Worksheets	Record Storage Location	List the specific location within a department that a record is held. For example, "file cabinet, drawer 1" or Department Google Share Drive. Use enough description that another staff member would be able to locate the records.
16	All Worksheets	Notes	List any additional comments or considerations related to the inventoried records.
17	Records to Retain	Responsible Office/Staff	List the office or staff member responsible for managing the records until they have met their retention and then can either be destroyed or transferred to University Archives.
18	Records Destructed	Date Destructed/Deleted	Date records are disposed of, either by shredding, throwing away, or deletion.
19	Records Destructed	Record Dates	The span of time between the earliest and latest records being transferred, typically expressed in years. For example, 2011-2015.
20	Transferred to Archives	Do the records have any PII or confidential information?	Indicates whether records being transferred to the UW Archives have PII or confidential information.
21	Transferred to Archives	Do the records have any copyright restrictions?	Indicates whether records being transferred to the UW Archives whether the records have any known copyright restrictions.
22	Records Management Resources
23	UW-Madison Records Retention Schedules
24	Records Management Training Resources
25	UW-Madison University Archives Collection Development Policy
26	Donate and Transfer Materials to the University Archives