University of California                                          Records Management Disposition Schedules

Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy

II. AUXILIARY & SERVICE ENTERPRISES


A. BOOKSTORE

Columns   Bookstore Shipping Memos, closed          Bookstore     1-5           0-1           



B. 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