UW-Whitewater. Records Management Workshop May 26, 2005. Topics. RM Basics Review of general and agency schedules RM process at UWW. Legal Sources. Wisconsin Statutes Chapter 16.61-16.62 Wisconsin Statutes Chapter 19.32-19.39 Wisconsin Administrative Code ADM 12 44 USC 33
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Records Management Workshop
May 26, 2005
the date that the request is denied. Court orders may extend this time period.
Public records means all books, papers, maps, photographs, films, recordings, electronically formatted document or other documentary materials or any copy thereof, regardless of physical form or characteristics, made or received by any agency of the state or it’s officers or employees in connection with the transaction of public business.
Public records arranged under a manual or automated filing system, or are kept together as a unit because they relate to a particular subject, result from the same activity or have a particular form.
The length of time an office must keep particular records in a series. This is usually expressed in terms of days, months, years, and may be contingent upon an event date or specified date that triggers the “clock”.
The final state in a record series life cycle involving either: destruction; transfer to inactive storage with destruction at a specified later date or; transfer to either the state or university archives for permanent preservation.
Instructions as to the length of time, location, and form in which record series are kept and the method of filing record series. Also called Records Retention/Disposition (RDA) form.
-provide agencies with uniform guidelines for retention and disposition of common records;
-ensure that records are maintained for the established minimum time periods to meet all applicable program requirements and statewide legal, fiscal and historical requirements;
-reduce state exposure to litigation involving records that need not be retained for business purposes;
-save money by reducing record keeping related expenses.
General Schedules In process-Not Yet Approved
Larger agencies also use general schedules. UW-Madison and UW-System general schedules are available at http://archives.library.wisc.edu then choose records management and then general record schedules.
Established RRDAs are reviewed every ten years
When ready to dispose of records, review the RRDAs for your office
Records requiring confidential destruction or scheduled as permanent should be sent to the University Archives
Prepare a transmittal form to accompany the records – it should include a box number, title of the records, inclusive dates, RRDA (if known), and retention period.