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/policies/administrative/uw-health-administrative/material-management/551.policy

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UWHC,UWMF,

Policies,Administrative,UW Health Administrative,Material Management

Off-Site Storage of UW Health Property (5.51)

Off-Site Storage of UW Health Property (5.51) - Policies, Administrative, UW Health Administrative, Material Management

5.51

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Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Foundation (UWMF).

Policy Title: Off-Site Storage of UW Health Property
Policy Number: 5.51
Effective Date: July 1, 2016
Chapter: Material Management
Version: Revision

I. PURPOSE

To provide procedures for the temporary storage of UW Health equipment and supplies.

II. POLICY ELEMENTS
A. Property should only be sent to off-site storage in the case of remodeling, renovation,
construction, or departmental reorganization.
B. The off-site storage of UW Health property will be limited to 90 days, unless prior approval has
been obtained from the Director of Facilities & Engineering Services or designee.
C. UW Health property remaining in off-site storage beyond 90 days will be declared "surplus" and
processed in accordance with the UW Health Administrative Surplus Property Policy 5.47.
III. DEFINITIONS
A. Off-site Property Storage - Any UW Health equipment or supply, excluding records and
documents, stored for 90 days or less in a local warehouse facility due to remodeling, renovation,
construction, or departmental reorganization.
B. Surplus Property - Any equipment or supply purchased with UW Health funds, gift, or grant
money that is no longer needed by the department.
C. Document Storage - The UW Health Warehouse is not an approved facility for the storage of
records. Patient Records are to be stored at State Records Center per Administrative Policy 6.26-
Medical Record Retention and must be arranged through Medical Records Administration. All
other records must be stored at the UW Health approved vendor: Data Keep.
IV. FORM

The Facilities & Engineering Service Request available on U-Connect





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V. PROCEDURE
A. Upon identifying a temporary storage need for UW Health property, the department director will
complete a Facilities & Engineering Service Request, which is available on U-Connect. Care
must be taken to ensure that complete information is provided, including the department,
department number, item description, decal number (if applicable), contact person and phone
number, and the expected completion date of construction/reorganization. Facilities &
Engineering Services will not be allowed to move property without a complete Service Request
and form 10, which will be provided by Facilities and Engineering Services once the service
request has been entered.
B. Facilities & Engineering Services will then schedule a pick-up of the designated property and
transport it to the storage warehouse. Facilities & Engineering Services is authorized to transport
only property accompanied by a Service Request.
C. Upon receipt of the equipment, the Facilities & Engineering Services Department will keep a
copy of the Service Request attached to the equipment during storage and will keep a copy in
their records in order to update the storage inventory records.
D. If, at any time during the 90 day storage period, a UW Health department determines their stored
equipment is needed, the department director will complete a Facilities & Engineering Services
Service Request, notifying Facilities & Engineering Services to transport the items from storage
back to the department.
1. The Facilities & Engineering Services Department will notify Fiscal Affairs of the final
disposition of the property.
E. If property is found to be in storage for more than 90 days, Facilities & Engineering Services
Department will contact the department head and afford them the opportunity for immediate
retrieval or the department may be assessed a monthly fee associated with surplus space
occupied. Any property not accounted for by the department head, will be declared "Surplus" and
processed per the UW Health Administrative Surplus Policy 5.47. If the department needs to keep
the property in storage for longer than the total 90 days, the department head must receive the
approval of the Director of Facilities & Engineering Services or designee.
VI. COORDINATION

Sr. Management Sponsor: VP, Facilities & Support Services
Author: Director, Facilities & Engineering Services

Approval Committee: UW Health Administrative Policy and Procedure Committee

SIGNED BY

Elizabeth Bolt
UW Health Chief Administrative Officer


Revision Detail:

Previous revision: 062013
Next revision: 072019