Finding and Reading General Records Schedules
-
Upload
anthony-dunn -
Category
Documents
-
view
28 -
download
2
description
Transcript of Finding and Reading General Records Schedules
![Page 1: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/1.jpg)
Brad Houston, University Records OfficerMay 21, 2008
![Page 2: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/2.jpg)
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?”
![Page 3: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/3.jpg)
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
![Page 4: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/4.jpg)
![Page 5: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/5.jpg)
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
![Page 6: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/6.jpg)
![Page 7: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/7.jpg)
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binder– it is 10 years out of date!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
![Page 8: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/8.jpg)
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
![Page 9: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/9.jpg)
![Page 10: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/10.jpg)
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)
![Page 11: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/11.jpg)
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
![Page 12: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/12.jpg)
![Page 13: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/13.jpg)
“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
![Page 14: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/14.jpg)
![Page 15: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/15.jpg)
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
![Page 16: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/16.jpg)
![Page 17: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/17.jpg)
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
![Page 18: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/18.jpg)
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
![Page 19: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/19.jpg)
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
![Page 20: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/20.jpg)
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)
![Page 21: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/21.jpg)
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
![Page 22: Finding and Reading General Records Schedules](https://reader036.fdocuments.us/reader036/viewer/2022081603/56813673550346895d9dfdbb/html5/thumbnails/22.jpg)
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