Brad Houston, University Records Officer May 21, 2008

 Records: Recorded information, in any format, that allows an office to conduct business ◦ This includes s and IMs! ◦ Also documents business processes  Value of Record determined by content, not format!  Ask: “Does this document help me perform my job description?”

 Legal document, authorized by State Archivist of Wisconsin, prescribing records retention  Also known as Records Retention and Disposition Authority (RRDA)  Five main parts to know about: ◦ Record Series Title ◦ Records Description ◦ Retention Period ◦ Triggering Event ◦ Final Disposition

 Records schedules that apply to records created by multiple offices  Can be created at Division, Campus, UW- System, or State level  Usually distinguish between official and unofficial copies ◦ Official copy: the copy that must be retained for audit/records request purposes  Must be renewed every 10 years– RRDA Sunset Law

  Updated every 3 months; most current schedules available ◦ DO NOT use old “UWM Records Management” binder– it is 10 years out of date!  Includes series title, brief description, RRDA authority, retention guideline ◦ Full RRDAs for all campus GRSs, including full description, available upon request

 Committee minutes (official) (RRDA #120) ◦ Retain for three years, then send to Archives  Search and Screen Files (official) (RRDA #293) ◦ Retain for three years, then destroy confidentially  Student Records (Unofficial) (RRDA #119) ◦ Retain for 1 year after last attendance, then destroy confidentially  Personnel Files (Unofficial) (RRDA #251) ◦ Retain for MAXIMUM of 1 year; destroy confidentially when no longer needed for reference

  Produced by UW Records Officers Council  Input solicited from interested parties ◦ PReps, UBRs, UITS staff, etc.  Apply to ALL records-producing units in UW- System  Currently Active: Fiscal/Accounting, Library Records  Coming Soon: Personnel, Student Records, IT Records, Business Communication (incl. e- mail)

 Explains scope of records schedules, definitions of terms  Detailed descriptions of different records series, retention periods applicable for each  The OFFICIAL copy of the Fiscal/Accounting GRS– when in doubt, refer to this one!  Expires February 2017, per sunset rule

 “At-your-fingertips” reference copy of GRS  Includes disposition instructions for official and unofficial copies ◦ Official Copy: copy of a record retained for audit  Brief descriptions of included records series ◦ Record types with no individual disposition period assumed to reflect period of last major heading  EVT=Start counting at end of use ◦ Exception: if other triggering event is mentioned  FIS=Start counting at end of fiscal year

 Recurring Audit records (FISC106) ◦ Retain for three years, then destroy  Expenditures (FISC300), Receipts (FISC301) ◦ Retain official copy for six years, reference copies for one year, then destroy  Gift and Grant Folders (FISC900, FISC901) ◦ Retain official copy for three years, reference copies for one year, then destroy  Tenured Faculty Personnel File (UWPERS001) ◦ Retain for 30 years after termination, then transfer to Archives

  Created by Records Managers across the state, in consultation with stakeholders  In theory, apply to ALL state agencies, including UWM  In practice, UW-System has opted out of many of these ◦ Consult University Records Officer before using!  Useful as examples of retention periods

 Classified Staff personnel records fall under the State Personnel GRS! ◦ Includes P-File, supporting documentation listed in state schedule  PERS124 (Official Personnel File) ◦ Retain eight years after termination and destroy  PERS125 (Supervisor’s Copy of P-File) ◦ Destroy upon termination  Schedule does NOT apply to academic staff or faculty ◦ Will be scheduled under UW-System GRS

 Probably, but not necessarily  Take account of all records created by your office ◦ n.b. “Record”=any document produced as result of business function ◦ Records officer can help you identify different record types  Use Records Schedules at HIGHEST specificity first! ◦ Specific  Campus GRS  System GRS  State GRS ◦ Contact records officer for copies of specific RRDAs

 Subject Files (UWM133)  Committee Minutes (UWM120)  Unofficial Personnel Files (UWM251)  Unofficial Student Files (UWM119)  Expenditures (FISC300)  Receipts (FISC301)  Search and Screen Committee Files (UWM293)  Agreements and Contracts (UWM159)  Publications (UWM131)

 Contact the University Records Officer!  Identify potential functions of your office still in need of schedules  Identify any legal, fiscal, or administrative requirements for records retention ◦ AACRAO guidelines? Legal statutes?  If possible, fill out Records Series Description Worksheet  RRDAs sent to PRB for approval every 3 months

  Includes links to everything listed in this presentation  Explore all pages on sidebar for maximum informational intake  “Guidelines, Laws, and Policies” page  Or, contact the Records Officer directly: ◦ ◦