Record Schedules

Schedule Title Schedule Description Retention & Disposition

Clinical Trials Regulatory Documents;Clinical Studies, Trials and ParticipantStudy Records

The Center For Clinical Trials Assists Investigators ByAssuming Responsibility For The Administrative AndBudgetary Elements Of A Clinical Trial. Documents Related To The Following Activities Are IncludedIn This Record Series: Applications To The InstitutionalReview Board (IRB), General Clinical Research Center (GCRC), and theVeterans Administration Hospital (Vah); Study Protocol AndInvestigational Drug Brochure; Regulatory Documents;Serious Adverse Event Correspondence; Budgets AndContracts. The Documents All Pertain To Industrial ClinicalResearch Studies (Pharmaceutical, Biotechnology, DeviceCompanies And Contract Research Organizations). Inaddition This record series may consists ofindustry-sponsored clinical trials and research study case filesof participants. Each study generally contains the following,but is not limited to: patient case report forms, studycorrespondence, participant informed consents, surveys andparticipant data which may include medical histories, visitnotes, assessments, lab results or adverse effects, names ofphysicians, referral.

EVT+20

Destroy ConfidentialDisposition

Center for Clinical TrialsUDDS 530223EVENT=Date that the Research wascompletedRecord Series # 53001862

Sunset11/2025

MD Admissions Application andSupporting Documentation -Matriculated

The University of Wisconsin School of Medicine and PublicHealth (UW SMPH) has been a leader in medical education,research, and clinical care in the United States for manyyears.The UW School of Medicine and Public Health is not just astate medical school; we are a resource to the nation and theworld. Researchers at the UW School of Medicine and PublicHealth have changed your life and will continue to do so withbreakthroughs ranging from the discovery of vitamin D todeveloping techniques that improved the longevity of organsused for transplants to being a pioneer in stem celldevelopment.

EVT+7

Destroy ConfidentialDisposition

Department of Academic Affairs/Admissions M.D.UDDS 530305EVENT= Date of Graduation or Date ofLast AttendanceRecord Series # 01648

Sunset03/2012

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Schedule Title Schedule Description Retention & Disposition

This record series reflect documentation from applicants whowere accepted and enrolled as first year medical students atUW SMPH. It contains some or all of the followingdocumentation: AMCAS application, secondary application,transcripts from UW-Madison and other higher educationinstitutions, test results, personal statements, letters ofrecommendation and history of email correspondence sentfrom the MD Office of Admissions .Selected data is recordedin ISIS and becomes part of the students permanentacademic record at UW-Madison Transcripts are sent to UWSMPH Student Services and becomes part of the studentspermanent record at UW SMPH.

Pre-Med Pipeline Programs -Matriculated

This record series reflects documentation from studentapplicants who were accepted and enrolled in a UW SMPHPipeline Programs. Pipeline programs are used as recruitingtools for UW SMPH MD Program. It contains all of some ofthe following documentation: Pipeline application, highschool transcripts and /or transcripts from UW-Madison andother higher education institutions, test results, personalstatements and letters of recommendation. Paper andElectronic. A summary of student pipeline applicationinformation is housed on the MD Admissions shared drive.

EVT+7

Destroy ConfidentialDisposition

Department of Academic Affairs/Admissions M.D.UDDS 530305EVT= Date of Last Attendance in theprogramRecord Series # 01647

Sunset03/2022

Research Notebooks - Mosher Lab This record series contains, but is no limited to, a record ofdaily lab activity, the through process behind eachexperiment, techniques used in the experiments and theresults of the experiments. Current lab members refer to pastwork in the notebooks. The notebooks also containinformation necessary for the support of patents both issuedand applied for.

EVT+100

Destroy ConfidentialDisposition

Department of Bimolecular Chemistry - Mosher LabUDDS 537700EVENT= Date of Close of the StudyRecord Series # 53001759

SunsetNovember202

4/18/2017 11:51:45 AM Page 2 of 21

Schedule Title Schedule Description Retention & Disposition

DFMCH Admission Residency Files –Accepted

The Department of Family Medicine maintains an individualresidency folder on all its residents. The folder includes bothadmission documents into the program and a progress in theresidency program.Individual resident folders contain the followingdocumentation:•Complete application form and supporting documents•Letters of reference from faculty outside of the UW•Copy of signed resident agreement letter•Signed promotion summaries•Written evaluation summaries of resident's annualperformance – 2 each year•United State Medical Licensing Examination(USMLE) Scores•Approval for licensing•List of rotations taken (transcript style)•Copy of signed & dated graduation certificate.•Documentation of medical procedures performed•A summation of the resident's evaluations and/or the final letter by the program director;•Records of resident physician's rotation, training experiencesand procedures; and•Documentation of disciplinary action, if any.

CR+60

Destroy ConfidentialDisposition

Department of Family Medicine and Community HealthUDDS 532000CR=Date of CreationRecord Series # 00001113

Sunset08/2026

DFMCH Admission Residency Files –Not Completed or Not Accepted

This Record Series consist of records of applicants who wereinterviewed but did not enter the program either because theywere not accepted, or did not complete the applicationprocess.

EVT+6

Destroy ConfidentialDisposition

Department of Family Medicine and Community HealthUDDS 532000EVENT=Date of ApplicationRecord Series # 00001114

Sunset08/2026

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Schedule Title Schedule Description Retention & Disposition

DFMCH Patient Clinic Medical Records This record series consist of Individual patient medicalrecords. The following types of medical documentation areincluded but not limited to: • patient status notes, • admission-discharge summaries fromhospitalizations, • laboratory data, • X-ray reports, and • Information related to referrals to other health care providers

UW-Madison maintains the paper medical records only. These clinic medical records are consistent with UW MedicalFoundation electronic records retention of 25 years. UWMedical Foundation is a private organization.

EVT+25

Destroy ConfidentialDisposition

Department of Family Medicine and Community HealthUDDS 532000EVENT=Date of Last EncounterRecord Series # 53001222

Sunset08/2026

Medical Physics Graduate StudentAdmission Records - Not Accepted orNot Enrolled

This record series pertains to those students who are notaccepted or do not enroll. Admission records consist of butare not limited to academic records including grade pointaverages - transcripts, Graduate Record examinations (GRE)scores, letters of recommendation, and their personalstatement of reasons for graduate study.

EVT+4

Destroy ConfidentiallyDisposition

Department of Medical PhysicsUDDS 534800EVENT= Date Not Accepted or NotEnrolledRecord Series # 53001756

SunsetNovember 202

Medical Physics Graduate StudentRecord

this records series pertains to those students who areaccepted into one of the track of graduate study. The Studentrecords consist of but is not limited to accepted admissionsdocumentation, including previous academic record, includinggrade point averages, Graduate Record Examination (GRE)scores, letters of recommendation , and their personalstatement of reasons for graduate study and HIPAA Training

EVT+30

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Department of Medical PhysicsUDDS 534800EVENT= Date of Last AttendanceRecord Series # 53001757

Sunset

4/18/2017 11:51:45 AM Page 4 of 21

Schedule Title Schedule Description Retention & Disposition

ETC.

November 202

Asthma and Allergy Clinical ResearchStudies

The mission of the University of Wisconsin Division of Allergy,Pulmonary and Critical Care Medicine is to:• provide the highest quality care for our patients• pursue research and innovation leading toimproved treatment and cures• train the next generation of physicians to carry onthis mission. We count among our faculty prominent contributors to thefields of Allergy, Asthma and Respiratory Disorders. The Allergy, Pulmonary and Critical Care Medicine Divisionat the UW School of Medicine and Public Health has ongoingbasic and clinical research programs in abroad spectrum ofdisciplines including asthma and allergic diseases, cysticfibrosis, pulmonary hypertension, interstitial lung diseases,lung cancer and interventional pulmonology.Major research interests include:• Asthma. Basic studies of the role of inflammatorymediators in the pathogenesis of asthma are complementedwith clinical research to identify more effective therapeuticstrategies.• Sleep disordered breathing. The causes andconsequences of sleep apnea during chronic lung diseaseare actively being investigated. Additionally, cardiovascularconsequences of sleep apnea are being tested. • Lung inflammation. The role of inflammatorymediators is investigated in the pathogenesis of cysticfibrosis, graft rejection following lung transplantation, andaging. Clinical trials assess innovative approaches tomodifying the inflammatory response to reduce lung injury.• Infectious diseases of the lung. The role ofinfection in the pathogenesis of cystic fibrosis and in thenatural history of HIV/AIDS is investigated using experimentaland epidemiological techniques.• Critical care. Clinical studies using the extensivecritical care database have been performed to investigate theimpact of patient care processes on outcomes and costs.

EVT+10

Destroy Confidential. *Prior to finalDisposition, the Lab Director must becontacted for review of these recordsto determine if any portions haveongoing value to current lab researchprojects. Should the UniversityArchives determine to deaccessionany research materials, WARF shouldbe contacted prior to disposal in theevent any patent applications remainpending for which research materialsprovide supporting documentation.

Disposition

Department of Medicine - Allergy and ImmunologyUDDS 534220EVT= Completion of the StudyRecord Series # 53001844

Sunset08/2025

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Schedule Title Schedule Description Retention & Disposition

Interventions and follow-up assessments of efficacy areperformed to assess new ways to delivery patient care in theintensive care unit.• Lung cancer. Innovative diagnostic strategies forthe early detection of lung cancer have been developed andtested. Gene therapy for lung cancer treatment is beingtested.

he Allergy Section receives numerous grants from drugcompanies to perform drug studies which are done underFederal Drug Administration guidelines. Each studygenerates a set of records which are similar in content. Thisrecord series contains both children and adult studies.Study materials include some or all of the following:Study procedures; patient case files including patient historyinformation, dates of Treatments/visits, consent forms, drugdosages, name of physician; spirogram; brochures; andfollow-up information on patients. Files also contain copies ofcase report forms which areperiodically prepared and sent to the drug manufacturer.

Infectious Disease Clinical Studies andResearch Records

This records series pertains to all studies which are createdunder the Division of Infectious Disease. This record seriesconsists of research records which may include but, is notlimited to, the following types of documents:Patient case report forms, study correspondence, participantinformed consents, surveys and participant data which mayinclude medical histories, visit notes, assessments, labresults and/or adverse effects, names of physicians, referrals.Other types of records may be autopsy reports, patientimaging and associated reporting and other medicaldocumentation, randomized charts and laboratory notebooks.Some of these studies may be arranged by the fundingagency and numerically under the specific area such as theMicrobial Research Studies.

Examples of study’s:•CETUS-MAB-T88 Pivotal and Pilot Study•HIV /AIDS Clinical Trails and Participant records•Microbial Biofilms Research Studies-Internal AcademicStudies•Microbial Research Studies –Externally Funded •Antimicrobial Studies

EVT+15

Destroy ConfidentialDisposition

Department of Medicine - Division of Infectious DiseaseUDDS 534265EVENT= Close of the Study orPublication of the Study whichever isRecord Series # 53001926

Sunset11/2026

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Schedule Title Schedule Description Retention & Disposition

Clinical Research, Trial Studies THE SECTION OF GASTROENTEROLOGY ANDHEPATOLOGY CONDUCTS CLINICAL TRIALS OF THREEMAIN TYPES: DRUG STUDIES GENERALLY FUNDED BYPHARMACEUTICAL COMPANIES, CLINICALFOUNDATION STUDIES, AND EPIDEMIOLOGICALSTUDIES. THE CASE FILES OF EACH STUDYGENERALLY CONTAIN THE FOLLOWING TYPES OFDOCUMENTATION: PROTOCOL, IRB APPROVALS,CORRESPONDENCE, PARTICIPANT INFORMEDCONSENT FORMS, AND THE INDIVIDUAL FILES WITHPARTICIPANT DATA. FOR DRUG STUDIES, THEPRINCIPAL INVESTIGATOR MUST RETAIN THEDOCUMENTATION.

EVT+15

Destroy ConfidentialDisposition

Department of Medicine - Gastroenterology & HepatologyUDDS 534250EVENT=The Closure of the Study orfrom publication of the study whicheverRecord Series # 01635

Sunset11/2020

MEO House Staff Subject Office Files This record series consists of House Staff office subject fileswhich include training program information, correspondencefrom the Program Director, the Chairman of the Departmentand the House Staff Coordinator, Evaluation checklists,Fellowship Information, Match Day Statistics, Licensinginformation, Resident/Fellows (RF) Committee minutes andQuestionnaires.

Payroll and Budget information should be separated out anddisposed of under schedules on the UW-Madison RecordsManagement website.

EVT+3

Transfer to the UW-Madison ArchivesDisposition

Department of Medicine - Medical Education Office (MEO)UDDS 534203Event=Creation of MaterialsRecord Series # 53001797

Sunset03/2025

EVT+3Department of Medicine - Medical Education Office (MEO)UDDS 534203Destroy ConfidentialRecord Series # 53001799

4/18/2017 11:51:45 AM Page 7 of 21

Schedule Title Schedule Description Retention & Disposition

MEO Residency Application – NotAccepted, Not Enrolled

This record series consist of those applicants that were notaccepted to the program or who were accepted but did notenroll. These files contain application, academic history, andletters of recommendation. These records contain studentinformation.

Destroy ConfidentialDisposition

Sunset03/2015

MEO Third and Fourth Year ResidencyEvaluation /Assessment

This record series consists of Third Year Medicine Clerkship,Fourth Year Medicine Sub-Internship, Fourth Year MedicineElectives and Chair Letters, Curriculum Vitae (CV’s),Consents for Directors to obtain student information, andother pertinent student information regarding their residencyrequirements. Information is included in the IntegratedStudent Information System (ISIS).

EVT+6

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Department of Medicine - Medical Education Office (MEO)UDDS 534203Event=Academic Year that Assessmentwas completedRecord Series # 53001798

Sunset03/2025

SMPH - Continuing Medical EducationActivity Planning & Presentations

This record series includes the Activity Documentation ofCME activity planning and presentations during the currentaccreditation term in compliance with the ACCMEAccreditation Council for Continuing Medical Education.

EVT+1

Destroy confidentialDisposition

Department of Medicine - Office of Continuing Professional DevelopmentUDDS 530365EVENT=Last Date of CurrentAccreditationRecord Series # 53001821

Sunset06/2025

SMPH - Continuing Medical EducationAttendance Records

The University of Wisconsin School of Medicine and PublicHealth aims to achieve preeminence in continuing medical

EVT+6Department of Medicine - Office of Continuing Professional DevelopmentUDDS 530365EVENT=Date of CME ActivityRecord Series # 53001820

4/18/2017 11:51:45 AM Page 8 of 21

Schedule Title Schedule Description Retention & Disposition

education (CME) through state, national and internationaleducational activities that are built on a platform of evidencebased medicine and adult learning principles. The School ofMedicine and Public Health sustains an exemplary programof continuing education that impacts the provision of healthcare in Wisconsin and beyond by capitalizing on its worldclass faculty, state-of-the-art facilities, and strategicpartnerships. As part of a major academic center of learning,the University of Wisconsin School of Medicine and PublicHealth operates at the nexus of medicine and public health,and to that end pursues both system wide health initiatives aswell as focused interventions related to the needs of specificpopulations and/or health professionals.The primary purpose of the School’s Office of ContinuingProfessional Development (OCPD) is to maintain thisimportant accreditation status and to support the continuingprofessional development for physicians. OCPD carries outthis purpose through the following functions:1. Certifies and validates CME activities through theapplication of Accreditation Council for Continuing MedicalEducation (ACCME) accreditation criteria and AmericanMedical Association (AMA) Physician Recognition Award(PRA) credit requirements. OCPD staff have in-depthknowledge of the criteria and requirements and havedeveloped policies and educational strategies that distinguishcertified CME provided by the University of Wisconsin Schoolof Medicine and Public Health from other CME providers. 2. Awards AMA PRA Category 1 Credits™ to learnerswho successfully participate in CME activities certified by theSchool. Maintains such records of participation for a minimumof 6 years as required by the ACCME.The University of Wisconsin School of Medicine and PublicHealth is accredited by the Accreditation Council forContinuing Medical Education (ACCME) to provide AMA PRACategory 1 Credit™ to physicians. The School holds thehighest possible accreditation status, Accreditation withCommendation.This record series consists of Attendance Records whichrecord and verify participation of CME Activity in compliancewith the ACCME Accreditation Council for Continuing MedicalEducation.

Destroy ConfidentialDisposition

Sunset06/2025

Clinical Trials and Participant StudyRecords

These files consist of records pertaining to clinical trialssponsored by various pharmaceutical companies, and

EVT+15

Disposition

Department of Medicine - RheumatologyUDDS 534290EVENT= Date that the Study Concludesand ClosesRecord Series # 53001910

4/18/2017 11:51:45 AM Page 9 of 21

Schedule Title Schedule Description Retention & Disposition

generally involve osteoarthritis, rheumatoid arthritis, or otherrheumatic conditions. Individual clinical trials consist of thefollowing:1)Administrative Files. Administrative files contain generalcorrespondence between the sponsor and our site, a copy ofthe sponsor protocol, curriculum vitae of the investigators,Institutional Review Board (IRB) Human Subjectscorrespondence including submissions, approvals and relatedcorrespondence; Investigator statement, logs of sponsormonitoring visits, lists of participating patients, study druginventory, laboratory protocols, and budget information.

2)Patient Specific Case Reports Forms. Patient specific casereports forms which are provided by the sponsor, are one wayin which a patient's participation in a study is documented. These forms contain data such as signed consent forms,medical history and physical exams, arthritis relatedassessment, laboratory result, adverse event, x-ray reports,and recording the dispensing of study medication. A copy ofthese forms are sent to the sponsor and also noted in thepatient's medical record.

*See Access Requirements

Destroy Confidential

Sunset08/2026

Neurology Clinical Studies, Trials andParticipant Study Records

This record series consists of industry-sponsored clinicaltrials and research study case files of participants. Each studygenerally contains the following, but is not limited to: Protocol,Institutional Review Board IRB approvals, patient case reportforms, study correspondence, participant informed consents,surveys and participant data which may include medicalhistories, visit notes, assessments, lab results or adverseeffects, names of physicians, referrals. Studies includedunder this are the Clinical Study Files which are managed by the School ofMedicine and Public Health Office of Clinical Trials, and ClinicStudy under Neurology Clinical Research Center. Studiesinclude clinical studies in diabetic neuropathy, epilepsy,multiple sclerosis, neuromuscular disease, neuropsychology,pain management and stroke.

EVT+20

Destroy ConfidentialDisposition

Department of NeurologyUDDS 535100EVENT= Date that research study wascompletedRecord Series # 53001792

Sunset11/2024

4/18/2017 11:51:45 AM Page 10 of 21

Schedule Title Schedule Description Retention & Disposition

Neurology Residency TrainingProgram - Not Admitted

This record series consist of completed applications for theDepartment of Neurology Residency Program who were notadmitted into the program. This record series consist ofcompleted applications for the Department of NeurologyResidency Program that were admitted into the programthrough ERAS. Electronic Residency Application Service(ERAS®) is a service that transmits applications, letters ofrecommendation (LoRs), Medical Student PerformanceEvaluations (MSPEs), medical school transcripts, USMLEtranscripts, COMLEX transcripts, and other supportingcredentials from applicants and their Designated Dean'sOffice to program directors. ERAS consists of MyERAS,Dean's Office Workstation (DWS), Program Director'sWorkstation (PDWS), and ERAS Post Office

These files contain but are not limited to application form,certification letter, and letters of recommendation. UnitedState Medical Licensing Examination (USMLE) transcripts, staff evaluation forms and other documents needed toevaluate resident applicants and aid in the selection process.

EVT+4

Destroy ConfidentiallyDisposition

Department of NeurologyUDDS 535100EVENT=Date of ApplicationRecord Series # 53001791

Sunset11/2024

Neurology Residency TrainingProgram Application Files - Admitted

This record series consist of completed applications for theDepartment of Neurology Residency Program that wereadmitted into the program through ERAS. ElectronicResidency Application Service (ERAS®) is a service thattransmits applications, letters of recommendation (LoRs),Medical Student Performance Evaluations (MSPEs), medicalschool transcripts, USMLE transcripts, COMLEX transcripts,and other supporting credentials from applicants and theirDesignated Dean's Office to program directors. ERASconsists of MyERAS, Dean's Office Workstation (DWS),Program Director's Workstation (PDWS), and ERAS Post Office.

These files contain but are not limited to application form,certification letter, and letters of recommendation. UnitedState Medical Licensing Examination (USMLE) transcripts,

EVT+75

Destroy ConfidentiallyDisposition

Department of NeurologyUDDS 535100EVENT= Last Date of AttendanceRecord Series # 53001790

Sunset11/2024

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Schedule Title Schedule Description Retention & Disposition

staff evaluation forms and other documents needed toevaluate resident applicants and aid in the selection process.

Genetic Clinical Studies, Trials andPatient Study Records

This record series consists of industry-sponsored clinicaltrials and research study case files of participants. Each studygenerally contains the following, but is not limited to: Protocol,Institutional Review Board approvals, patient case reportforms, study correspondence, participant informed consents,surveys and participant data which may include medicalhistories, visit notes, assessments, lab results or adverseeffects, names of physicians, and referrals.

The Clinical Genetics Center maintains patient medicalhistory information and family history data from familycontacts since establishment of the genetics program thirtyyears ago. These consist, variably, of hand written notes,pedigrees, photographs, copies of outside medical records,letters and other communications. The overwhelming majorityof these materials is not duplicated elsewhere nor accessiblefrom other sources. Older records are rarely accessed;however, both for clinical research and for patient care, thoseinfrequent and unpredictable accessions are critical andabsolutely essential since this documentation is otherwiseunavailable.

EVT+20

Destroy ConfidentiallyDisposition

Department of Pediatrics - Genetic ProgramUDDS 532560EVENT= Date that research wascompletedRecord Series # 53001782

Sunset

Pediatric Clinical Studies, Trial andParticipant Study Records

This record series consists of industry-sponsored clinicaltrials and research study case files of participants. Each studygenerally contains the following, but is not limited to: Protocol,Institutional Review Board IRB approvals, patient case reportforms, study correspondence, participant informed consents,surveys and participant data which may include medicalhistories, visit notes, assessments, lab results or adverseeffects, names of physicians, referrals.

EVT+20

Destroy ConfidentialDisposition

Department of PediatricsUDDS 536705EVENT=Date that Research wasCompletedRecord Series # 53001788

Sunset11/2024

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Schedule Title Schedule Description Retention & Disposition

MEDiC Client Health Records –Excluding Minors

MEDiC Client records consist of, but are not limited to, thefollowing:-Date, department or office of the provider, as applicable, andprovider name and profession; -Chief medical complaint or purpose of the service orservices; -Clinical findings; -Diagnosis or medical impression; -Studies ordered, such as laboratory or x-ray studies; -Therapies or other treatments administered; -Disposition, recommendations and instructions given to therecipient, including any prescriptions and plans of care ortreatment provided; and -Prescriptions, plans of care and any other treatment plansfor the recipient received from any other provider.

EVT+7

Destroy ConfidentialDisposition

Department of Student Affairs - MEDiCUDDS 530342Event=Date of Last EncounterRecord Series # 53001800

Sunset03/2015

MEDiC Client Health Records – Minors MEDiC Client records consist of, but are not limited to, thefollowing:-Date, department or office of the provider, as applicable, andprovider name and profession; -Chief medical complaint or purpose of the service orservices; -Clinical findings; -Diagnosis or medical impression; -Studies ordered, such as laboratory or x-ray studies; -Therapies or other treatments administered; -Disposition, recommendations and instructions given to therecipient, including any prescriptions and plans of care ortreatment provided; and -Prescriptions, plans of care and any other treatment plansfor the recipient received from any other provider.

EVT+7

Destroy ConfidentialDisposition

Department of Student Affairs - MEDiCUDDS 530342Event=Date Minor turns 18 years of ageRecord Series # 53001801

Sunset03/2025

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Schedule Title Schedule Description Retention & Disposition

MEDiC Client Health TreatmentRecords-Adults

MEDiC Client Treatment patient records for Drug and Alcoholconsist of, but are not limited to, the following:-Date, department or office of the provider, as applicable, andprovider name and profession; -Chief medical complaint or purpose of the service orservices; -Clinical findings; -Diagnosis or medical impression; -Studies ordered, such as laboratory or x-ray studies; -Therapies or other treatments administered; -Disposition, recommendations and instructions given to therecipient, including any prescriptions and plans of care ortreatment provided; -Prescriptions, plans of care and any other treatment plansfor the recipient received from any other provider.

EVT+7

Destroy ConfidentialDisposition

Department of Student Affairs - MEDiCUDDS 530342Event=Date of Last EncounterRecord Series # 53001802

Sunset03/2025

MEDiC Student Training and PrivacyRecords and Consents

Student Training and Privacy records consist of but are notlimited to the completion of a Patient Encounter Document(PED) Training and Privacy Training survey. This is currentlyconducted within MEDiC’s online survey account throughQualtrics. Other documents included in this record series areMEDiC’s Electronic Terms of Agreement and InformedConsents.

EVT+7

Destroy ConfidentialDisposition

Department of Student Affairs - MEDiCUDDS 530342Event=Date of Student CompletionRecord Series # 53001803

Sunset03/2025

Global Health Student Participant File– Student Declined

This record series contains student files for those whodeclined to participate in the Global Health CertificatePrograms, Independent Study Field Experiences or theInternational Clerkship Program.

EVT+1

Delete/DestroyDisposition

Global Health Institute - Academic AffairsUDDS 530380EVENT=Date Student DeclinedRecord Series # 53001898

Sunset

4/18/2017 11:51:45 AM Page 14 of 21

Schedule Title Schedule Description Retention & Disposition

05/2026

Global Health Student Participant File -Study Completed

This record series contains case files documenting individualstudent’s participation in a Global Health Certificateprograms, Independent Study Field Experiences or theInternational Clerkship Program.

Records in this series include but are not limited to thefollowing:Application and Declaration, Student Agreement Form;Approval Letter from the Site; Required Travel Formsincluding Health Assessment, and Passport and Statement ofResponsibility.

EVT+5

Delete/DestroyDisposition

Global Health Institute - Academic AffairsUDDS 530380EVENT=Date of GraduationRecord Series # 53001897

Sunset05/2026

Global Health Student Participant File– Study Not Completed

This record series contains case files documenting individualstudent's participation in a Global Health Certificateprograms, Independent Study Field Experiences or theInternational Clerkship Program which did not complete therequirements.

EVT+2

Destroy/Delete ConfidentialDisposition

Global Health Institute - Academic AffairsUDDS 530380EVENT=Date of Last AttendanceRecord Series # 53001898

Sunset05/2026

WiNHR ICTR Clinical Studies, Trialsand Participant Study Records

This record series consists of industry-sponsored clinicaltrials and research study case files of participants. Each studygenerally contains the following, but is not limited to: Protocol,Institutional Review Board approvals, patient case reportforms, study correspondence, participant informed consents,

EVT+20

Destroy ConfidentiallyDisposition

Institution for Clinical & Translational Research - ICTRUDDS 532920EVENT=Date that the Research wasCompletedRecord Series # 53001789

4/18/2017 11:51:45 AM Page 15 of 21

Schedule Title Schedule Description Retention & Disposition

surveys and participant data which may include medicalhistories, visit notes, assessments, lab results or adverseeffects, names of physicians, and referrals.

Sunset11/2024

Histology Paraffin Blocks on EyeTissue

Eye tissue, from which glass slide was made for path study,embedded in paraffin blocks.

CR+10

Destroy ConfidentialDisposition

McPherson Eye Research Institute - Eye Pathology LabUDDS 538100CR=Date of CreationRecord Series # 53001860

Sunset11/2025

Neurological Surgery Clinical Trialsand Studies and Participant StudyRecords

This records series contains records of industry-sponsoredclinical trials performed by the Neurological SurgeryDepartment. These studies are in compliance with theFederal Drug Administration (FDA) guidelines. Each studymay include some or all of the following: Patient case reportforms, history and physical data, dates of treatment/studyvisits, visit notes, study procedure results, consent forms,names of physicians, referrals, correspondence, regulatorymaterials, reports, and investigational plans.

EVT+20

Destroy ConfidentialDisposition

Neurological SurgeryUDDS 535700EVENT=Close of the Study or Date ofPublicationRecord Series # 53001918

Sunset08/2026

Division Clinical Studies, Trials and This record series consists of research study case files of

EVT+15OB/GYN - Madison GeneralistUDDS 532850EVENT= Date of the close of the studyRecord Series # 53001710

4/18/2017 11:51:45 AM Page 16 of 21

Schedule Title Schedule Description Retention & Disposition

Participant Study Records participants in OBGYN Studies. Each study generallycontains the following, but is not limited to: Protocol, IRBapprovals, patient case report or clinical charts, personalevaluation Intake forms, study correspondence, participantinformed consents, surveys and participant data which mayinclude medical histories, visit progress notes, attendancesheets, assessments, lab results or adverse effects,outcomes, names of physicians, referrals, lab notebooks andother research records. All research conducted byOBGYN are to use this records series number. Examplessuch as, but are not limited to: PARIS Research Study etc.

Destroy confidentiallyDisposition

Sunset

Women's Health Clinical Studies,Trials and Participant Study Records

This record series consists of research study case files ofparticipants in Women’s Health Clinical Studies. Each studygenerally contains the following, but is not limited to: Protocol,IRB approvals, patient case report or clinical charts, personalevaluation Intake forms, study correspondence, participantinformed consents, surveys and participant data which mayinclude medical histories, visit progress notes, attendancesheets, assessments, lab results or adverse effects,outcomes, names of physicians, referrals, lab notebooks andother research records. Examples but not limited to: Hormone Replacement Trial,Dietary Modification Study, The Calcium/vitamin Dsupplementation trial, Main WHI Study Protocol ManualsClinic Trial Charts-Both active and deceased, Red ScreeningCharts-CT Charts, Extension Clinic Charts, WHI MemoryStudy, Benign Breast Disease Ancillary Study, NutrientBiomarker Sub Study, HWI Sight exam Ancillary Study andGeneral Operations and Study management and otherWomen’s Research Studies. This Record series is to be usedfor all studies conducted under Women’s Health.

EVT+25

Destroy ConfidentialDisposition

OB/GYN - ResearchUDDS 532840Event=Date of the Close of the StudyRecord Series # 53001693

Sunset06/2025

Ophthalmic Clinical Trials andParticipant Study Ocular Photographs

This records series contains records of industry-sponsoredclinical trials performed by Ophthalmology and VisualScience. Each study may include some or all of the following:

EVT+25

*Destroy Confidential Disposition

Opthalmology and Visual SciencesUDDS 536000 536070EVENT=Date of the Close of the Studyor PublicationRecord Series # 53001919

4/18/2017 11:51:45 AM Page 17 of 21

Schedule Title Schedule Description Retention & Disposition

Patient case report forms, history and physical data, dates oftreatment/study visits, visit notes, study procedure results,consent forms, names of physicians, referrals,correspondence, regulatory materials, reports, andinvestigational plans or photographs. Studies included:• Age Related Eye Disease Study (AREDS) –OcularPhotographs• Aids Clinical Trials Group (ACTG)-OcularPhotographs• Eli Lily and Co. Protein Kinase C DiabeticRetinopathy Trials• Syntex/Roche Drug Development – OcularPhotographs• Ophthalmic Photographs • Pharmaceutical Trials• Studies of Ocular Complications of Aids (SOCA) • SRT (Sorbinil Retinopathy Trial) OcularPhotographs• DRVS (Diabetic Retinopathy Vitrectomy Study)Ocular Photographs

*NOTE: See appraisal note andevaluate photographs beforedestroying for research value. Transferphotographs to NIH repository ifapproved by department.

Sunset08/2026

DPHS Clinical Research Studies, Trialsand Participant Study Records

In this Record Series includes but is not limited to: Researchprocess records; Research outcomes; and research databoth raw and analyzed. Records may include Site visits; Evaluations, Surveys,Questionnaires, and other participant records including healthrecords. Consent forms; Lab notebooks, photographs; andother correspondence related to each individual study.

CR+75

Destroy ConfidentialDisposition

Population Health SciencesUDDS 538500CR=CreationRecord Series # 53001861

Sunset11/2025

Psychiatric Clinic Health Records The clinic medical records will contain evaluation andtreatment records for all patients seen in the Department ofPsychiatry Outpatient Clinic. Documentation could include:evaluations, progress notes, medication logs, treatmentplans, consent forms, diagnostic test results,correspondence, records from other facilities, and any other

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PsychiatryUDDS 538900EVENT= Date of Last VisitRecord Series # 53001755

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patient-related material. The records document the course oftreatment for each patient seen in the Outpatient Clinic.

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Psychiatric Clinical Studies, Trials andParticipant Study Records

This record series consist of Study team files may consist of,but are not limited to, the following documents: protocols;consent forms; submissions to the IRB; responses from theIRB for initial approval, changes, and continuing review; othercorrespondence with the IRB including reports ofunanticipated problems, adverse events, and noncompliance;correspondence with sponsors; copies of education recordsand, in rare cases, medical records; other study instrumentssuch as surveys, questionnaires, interview recordings andtranscripts; data sets and analyses of data; other materials aspart of case report forms for each study subject.

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PsychiatryUDDS 538900EVENT = Close of the Research StudyRecord Series # 53001754

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Psychiatric Resident Application Files The Psychiatric Resident Application Files are studentapplications files which contain but are not limited toapplication forms, letters of recommendation, medical schooltranscripts, and other documents needed to evaluatepotential residents. This record series includes applicationsof all candidates who applied for a Psychiatric Residencyposition at UW-Madison. these files are unique and notduplicated elsewhere.

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PsychiatryUDDS 538900EVENT= Date of ApplicationRecord Series # 53001753

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WAI Clinical Studies, and ParticipantStudy Research Records

School of Medicine and Public Health – WI Alzheimer’sInstitute (WAI)Alzheimer’s disease is the most common type of dementia. Itaffects more than 20 million American individuals, familiesand caregivers. The Wisconsin Alzheimer’s Institute (WAI)provides information, education, research, outreach,advocacy and service programs to help improve lives,advance knowledge and inspire hope. We are committed toinitiating efforts and partnering with organizations, clinics,healthcare professionals and communities to create a reliableand accessible public environment in which Alzheimer’sdisease and related dementias are widely recognized,understood based on the most up-to-date information andaggressively and appropriately treated. We work on behalf ofthose who are afflicted and those who care for them toprovide the education, services and support needed toeffectively cope with this chronic disease. WAI is a nationalleader with a statewide presence. In the spirit of theWisconsin Idea to share knowledge to the borders of thestate and beyond, WAI collaborates with small ruralcommunities and urban centers, the UW School of Medicineand Public Health as well as the university’s academic andresearch departments. We facilitate collaboration andcooperation within the scientific, treatment and caregivingcommunities to benefit the people whose lives are afflictedwith Alzheimer’s disease.

This Records Policy governs all studies created under theWAI include the Wisconsin Registry for Alzheimer’sPrevention or WRAP. The Wisconsin Registry for Alzheimer'sPrevention (WRAP) is a longitudinal cohort study involvingmiddle-aged adult children with parents with Alzheimer'sdisease. WRAP is funded by the National Institute of Healthand is a premiere program seeking to understand the lifestyleand health factors that determine whether a person developsAlzheimer's disease. WRAP has enrolled over 1,500 personsfrom throughout Wisconsin who travel to Madison toparticipate. The main goal of WRAP is to understand thefactors (biological, medical, environmental, and lifestylechoices) that increase a person's risk of developingAlzheimer's disease. This is a first step in developinginterventions that may protect against developing Alzheimer'sdisease.

This records series pertains to all studies which are createdunder the WAI. An example would be the research studiessuch as WRAP. (Wisconsin Registry for Alzheimer'sPrevention).

This record series consists of patient participant case files

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EVENT = Date that the research orstudy beganRecord Series # 53001864

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which may include but are not limited to the following types ofdocuments:Patient case report forms, study correspondence, participantinformed consents, surveys and participant data which mayinclude medical histories, visit notes, assessments, labresults and/or adverse effects, names of physicians, referrals.Other types of information may be autopsy reports, patientimaging and associated reporting and other medicaldocumentation.

Wisconsin AHEC - Student ApplicationAccepted and Not Accepted

Wisconsin AHEC offers several opportunities for studentsoutside their regular curriculum. For example, the WisconsinExpress program is a week-long program held annually inMay open to all currently enrolled health professions studentsin Wisconsin. The Community Health Internship Programpairs students with mentors and projects in Wisconsin’s localhealth departments for summer intern experiences. TheAHEC Centers also have a variety of summer camps andhealth careers programs for middle and high school students.This records series consist of applications of students for paidpositions, who were not accepted. It also consists of applications of student that paid AHEC toparticipate (e.g. Wisconsin Express) who were both acceptedand not accepted. Types of record consist of, but are not limited to, electronicapplications, letters of recommendation and othercorrespondence.

Note: Student records under the Community HealthInternship Program (CHIP) are not govern by this recordsseries. For those records refer to record series #UWSFA025For Student Workers.

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Wisconsin Area Health Education Center (AHEC) Student ProgramsUDDS 530295EVENT = Date of ApplicationRecord Series # 53001863

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