UNIVERSITY OF WISCONSIN River Falls

Security Related Records Series

RDA Number

Record Series Title

Description

Minimum
Retention and Disposition

PII

Confidential

Use Case/Example

FAC00080
 

Building Admittance
Passes ; Visitor LogsAccess Cards-Detail on Card ActivityGeneral Use Facilities

Documentation of assignment of temporary building access. Also manual or automated logs documenting who was granted access to facilities or secure areas within a facility.

Detailed data on the date; time and specific doors opened by specific cards.

Retain for 1 year  and then destroy confidential.

CR+1 year and then destroy  Note:  If an investigation is underway or imminent these records should be held from routine destruction.

PII-
Yes

Confidential
No

 DOA Security Access
Management System may provide functionality in this area. DOA Capital Police has an RDA #235 that could be
superseded by this GRS

Vendor/Contractor off hour access to DOA facilities requires the written permission of DOA per the Building Tenant Manual.

FAC00081
 
 

Building Admittance
Passes; Visitor Logs; Access Cards-Detail on Card Activity High Security Facilities and or High Security
Areas

Documentation of assignment of temporary building access. Also manual or automated logs documenting who was granted access to facilities or secure areas within a facility.

Detailed data on the date; time and specific doors opened by specific cards

Agencies have discretion in determining which facilities and areas to designate as high-security.

Retain for 3 years and then destroy.

CR+3 yearsdestroy

Note:  If an investigation is underway or imminent these records should be held from routine destruction.

PII-
Yes

Confidential
No

 


FAC00082

Monitoring and
Surveillance
Recordings

Monitoring and surveillance recordings that document incidents that may lead to claims against the governmental unit.  

Monitoring and surveillance recordings showing no discernable incidents.

Retain for 120 days and then destroy.


Retain only until no longer needed and then reuse or destroy.

PII
No

Confidential
No

Note
120 days is the time within which a claim may be filed against an agency. [See ss.893.80and 893.82(3), Stats.]

Note:  As with all public records, if the monitoring or surveillance record is required for any legal or program purpose, including open records requests, claims or litigation holds, the record must be retained until no longer needed to meet the legal or program requirement. 

Note:  In order to avoid premature destruction of a monitoring or surveillance record, agencies should have adequate procedures in place to ensure that requests for the record, or an agency’s legal or program need for the record, is communicated in a timely manner to the appropriate agency personnel.  

FAC00083

Access Cards, Keys,
Identity Badges/Name
Plates and Photo
Identification-
Documentation of
Assignment

Documentation of assignment of access cards, keys, identity badges, name plates and/or photo identification as an employee or contractor. 

DOA is implementing a Security
Access Management System to keep track of keys and access cards. If this system is not available supervisors should keep track of individual keys/access cards using some type of check sheet which is typically maintained in the supervisor’s copy of the P-file.

Retain for 6 months after (event) date the card/key is returned or reported lost and then destroy
confidential

EVT+ 6 monthsdestroy

PII-
Yes

Confidential
No

Photo ID in either or both print or digital format if maintained by an agency.

FAC00084

Input forms for
Access Cards, Keys, Badges, Name Plates
or Photo
Identification

Input forms requesting access cards, keys, badges and or photo identification.

See Facilities Access Cards and Building Keys section of the Building Tenant Manual.

Retain for 1 month after request is completed and then destroy confidential.

CR+1 monthdestroy

These forms have no value once the request has been processed.

PII-
Yes

Confidential
No

 

FAC00085

Administrative
Records-Building
Security 

Reports, memoranda, correspondence, copies of policies and procedures, background materials and related records used by agencies to support administration of building security programs. 

Retain the file until after (event) the date the items are obsolete or no longer needed and
then destroy

Destroy copies, drafts and routine materials when no longer needed. 

EVT-destroy

PII-No

Confidential
No

 

FAC00086

Security or Incident Reports

Documents incidents or unusual occurrences on state property including incident reports and documentation of any follow-up investigation.

Per the DOA Building Tenant Manual damage to, or loss of personal property should be reported to Building Management.

This file would be a source document for a file each police department would have if they were called in to investigate. Capital Police retains incident case files for 20 years after case closed per RDA#171.

Retain 3 years after (event) date the investigation is closed or forwarded to the police and then destroy confidential.

EVT+3 yearsdestroy

PII-
Yes

ConfidentialNo

Each agency has policies and procedures as to reporting and documenting incidents or unusual occurrences.

FAC00087

Critical Incident Management Plan and Related Documents.
 
Detailed information that feeds into the official Continuity of Operations Plan.

Critical incident management plans, local site security plans, local emergency action plans, division and/or program area disaster recovery/business resumption contingency plans and other similar documents. 

Retain 3 years after the (event) date the plan is superseded and then destroy confidential.

EVT+3 yearsdestroy.

PII-
Yes

Confidential
-Yes

Wis. Stat.
19.36(9)