UNIVERSITY OF WISCONSIN River Falls

Other Budget-Related Record Series (For Reference Purposes)

These record series are not part of the Budget General Records Schedule (GRS). They consist of record series already approved by the Public Records Board from other General Schedule

RDA Number: HR000011 Human Resources GRS

Record Series Title: Approval to Staff Positions

Description:Approval by agency staff and or budget staff, if required, to approve either a staffing plan or individual agency authorization to proceed with staffing a position.

Note: HR maintains another set of records related to the staffing of positions.

Minimum Retention and Disposition: Event + 4 years and then destroy Event is the date the request is approved or denied

PLL: No

Confidential: No

Use Case/Example:At various times Centralized Position review has been required by the SBO on behalf of the Governor.

RDA Number: HR000087 Human Resources GRS

Record Series Title: State Agency and UW System Layoff and Furlough Plans

Description:Agency layoff plans are submitted for review and approval by OSER. Furlough plans are required by Executive Order #285 to be submitted and approved by OSER. Includes the final plans as well as any correspondence between the agency and OSER prior to final approval.

Minimum Retention and Disposition: Event + 6 years and then destroyEvent is the date the specific plan is approved by OSER

PLL: No

Confidential: No

Use Case/Example:N/A

RDA Number:HR000181 Human Resources GRS

Record Series Title:Training Request Documentation

Description:Documents used to obtain agency approval to attend, register for specific classes, and document that the person attended specific training programs.

Minimum Retention and Disposition: Creation + 1 year

PLL: Yes

Confidential: No

Use Case/Example:Includes in-state and out of state events.Includes completed OSER OEDT-500 and agency equivalents.

RDA Number:90112 Procurement GRS

Record Series Title: Approval to Procure Goods or Services

Description: Approval by agency staff and or SBO, if required, to proceed with procurements for dollar levels above those allowed via P-cards within established budget line authority..Note: Procurement maintains the most comprehensive set of records related to procurement.

Minimum Retention and Disposition: Event + 4 years and then destroyEvent is the date the procurement is completed and the bid is awarded

PLL: No

Confidential:No, Bids containing trade secrets are confidential.

Use Case/Example: N/A

RDA Number: FAC00004 Facilities GRS

Record Series Title:Agency Biennial Capital Budget Request

Description: Official capital budget request for those state agencies that operate facilities.

Minimum Retention and Disposition:Event + 6 years and then destroyEvent is the date of submittal

PLL: No

Confidential: No

Use Case/Example: N/A

RDA Number: FAC00005 Facilities GRS

Record Series Title: DSF analysis of Agency Capital Budget Requests-DOA only

Description:Analysis on behalf of the State Building Commission of agency request.

Minimum Retention and Disposition:Creation + 4 years and then destroy

PLL: No

Confidential: No

Use Case/Example:N/A

RDA Number: 90000004 Fiscal and Accounting GRS

Record Series Title: Audit reports, Agency Responses and Audit Finding Resolutions

Description:Audit Reports, Agency Responses and Audit Finding Resolution.

Minimum Retention and Disposition: Event + 3 years and then destroyEvent is the date of submission to Federal clearinghouse designated by OMB for federal programs and date of issuance of final report for state programs

PLL: No

Confidential: No

Use Case/Example: N/A

RDA Number: ADM00002 Administrative Records GRS

Record Series Title:Agency Biennial Reports

Description:Section 15.04(1)(d), Wis. Stats. requires every department or independent agency to submit a biennial report to the Governor and Legislature, on or before October 15 of each odd-numbered year.Reports are to be prepared and submitted in an electronic format to reduce printing and distribution costs.

Minimum Retention and Disposition: Event + 4 years and then destroy Event is the date of the report submittal

PLL: No

Confidential: No

Use Case/Example:The completed reports are publications that must be made available per Wis. Stat. 35.83 to various libraries. The reports are published on the DOA website..

RDA Number: ADM00018 Administrative Records GRS

Record Series Title: Reorganization Documentation

Description:Documents showing organizational changes within the agency. Files of significant addition, deletion, or transfer of administrative, functional or regulatory responsibilities.Major reorganization requires approval of the SBO on behalf of the Governor. Agencies are delegated to approve minor reorganizations. SBO has a policy statement on reorganization approval.

Minimum Retention and Disposition: Event + 2 years and then transfer to the Wisconsin Historical Society or the UW Madison ArchivesEvent is completion of reorganization.

PLL: No

Confidential: No

Use Case/Example:N/A

RDA Number:ADM00021 Administrative Records GRS

Record Series Title: Transition Briefings

Description:Records prepared to provide an overview of the organization during transitions to new management.

Minimum Retention and Disposition: Event + 2 years and then destroyEvent is the date the prior executive leaves his/her position

PLL: No

Confidential: No

Use Case/Example:N/A

RDA Number: HR000056 Human Resources GRS

Record Series Title: Biennial Compensation Plan –OSER Only

Description:Includes preliminary proposals, public hearings, and the final proposal presented to the Joint Committee on Employment Relations. A similar set of documents exists for every recommendation for a modification or amendment made during the biennium. Once approved, the comp plan is updated and the replacement pages issued during the biennium.

Minimum Retention and Disposition: Permanent

PLL: No

Confidential: No

Use Case/Example:Agency copies are for reference only.

RDA Number:BUDG033

Record Series Title: Bill Tracking and Analysis Notes and Memos

Description:Closed because it is no longer used. The Legislative Fiscal Bureau documents are used to track the biennial budget after it is introduced by the Governor.

Minimum Retention and Disposition: FIS+4 years and then destroy

PLL: No

Confidential: No

Use Case/Example:N/A

RDA Number:HR000064 Human Resources GRS

Record Series Title: Compensation Reserve Developments, Reports, and Documentation-OSER only

Description:OSER is responsible for the development of the compensation reserve recommendation that is submitted, with the approval of OSER to the DOA State Budget Office. This recommendation is reviewed during the development of the Governor's biennial budget and will be the compensation and benefit package resulting from collective bargaining and the non represented plans (UW and classified), increases in health insurance premium costs, LOSP, and other related items. OSER is responsible for monitoring and reporting on the status of the reserve and providing counsel on adjustments to be made.

Minimum Retention and Disposition: Creation + 6 years and then destroy confidential

PLL: No

Confidential: Yes

Use Case/Example:N/A