Brad Houston, University Records Officer May 21, 2008.
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Transcript of Brad Houston, University Records Officer May 21, 2008.
Brad Houston, University Records OfficerMay 21, 2008
Records: Recorded information, in any format, that allows an office to conduct business◦ This includes emails 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
http://www.uwm.edu/Libraries/arch/recordsmgt/common.html
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binder– it is 10 years out of date!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
http://www.uwsa.edu/gc-off/records/schedules/
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
http://www.doa.state.wi.us/docs_list.asp?doccatid=7
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!◦ SpecificCampus GRSSystem GRSState 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
http://records.uwm.edu 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:
◦ [email protected]◦ 414-229-6979