UNIVERSITY OF WISCONSIN River Falls

Fleet and Related Maintenance and Operation Records

  


RDA No.

Records Series Title

Series Description

Retention Event

Minimum
Retention &
Disposition

PII

Confidential

Use Case / Notes

Old RDA No. 
(If Applicable)

FLEET002

State Motor
Vehicle Related
Subject and
Project Files

Various subject and project files related to fleet and motor vehicle operations including the state van pool program. This is a catch-all category intended to cover motor vehicle related records not covered by separately identified series in this schedule. 

End of fiscal year of the
close date of subject or project file

FIS+4 years and then destroy

No

No

Consolidated subject and project files into a single category. Also includes van pool program administrative files from prior version of the schedule.

Fleet001
Fleet005

FLEET004

Ride Share
Program Files

The Ride Share program matches drivers and riders that are interested in car- pooling. The program is authorized by Wis. Stat. 85.24. Records include lists of current car pool members, people interested in driving others, people interested in driving with others, the location where these individuals live and where they commute to work. Wis. Stat.85.24 (4)identifies specific information related to ride-sharing that must be kept confidential.

End of fiscal year based on date on document

FIS+4  years and then destroy confidential

Yes

Yes
Wis. Stat.
§ 85.24(4)

 

 

FLEET009

Motor Vehicle
Maintenance
Records

Records documenting service and repair orders to motor vehicles. These records normally include maintenance orders, logs,  fiscal documents, such as requisitions or purchase orders for parts or services, vehicle warranties, operation and repair manuals and
parts lists. Includes information on maintenance performed both by outside contractors and state staff. Also includes supplies and parts disbursed for each vehicle.

Note: Fuel purchases via state issued fuel cards for both assigned and pool cars are submitted monthly to the agency accounting office. These records are covered in the Fiscal and Accounting GRS under RDA 90000021.

Event is the date the
vehicle is disposed

EVT+1 year and then
destroy

No

No

 

 

FLEET012

Motor Vehicle
Control and
Assignment
Records

These records document agency assignments of motor vehicles to employees. The records also document motor vehicle use and assignment of license plates to specific vehicles. Includes completed documentation on reservations for pool cars, individual trips, driver profiles, check-in and checkout logs. This information is typically covered in completed vehicle use agreements
(DOA#3103); pool car requisitions and  nonavailability slips, or equivalents

Event is the date the
vehicle is disposed

EVT+ 1 year and then destroy confidential

Yes

No

 

Operator use portion of this series now broken out in Fleet018 as a separate Series.

FLEET013

Motor Vehicle
Cost Accounting
Records

This series provides detailed data relating to costs and expenses associated with each vehicle from purchase through disposal.

EVT is defined as
the date the vehicle is disposed

EVT+1 year and then destroy

No

No

 

 

FLEET015

Program Related Records Relating to Gasohol, Alternative Fuels
and  Hybrid/and or Electric Vehicles

Records relating to responsibilities on gasohol, alternative fuels, and hybridelectronic vehicles as outlined in Wis. Stat.
16.045.

End of the fiscal based on the date on the document

FIS+4 years and then destroy

No

No

Completed studies or
research on these topics

New

FLEET016

Fleet Operations
Reports to
Governor and
Joint Finance
Committee (JFC)

Reports as mandated by Wis. Stat. 16.04 (1M)when requested by the Governor or Joint Finance Committee on details of all costs associated with fleet operations.

Event is the date of final report submittal

EVT+4 years and then
transfer to
State
Archives

No

No

 

New

FLEET017

Fleet Manager
Reviews of
Vehicle Usage

Reports required semi-annually by Wis. Stat.
16.04 (3)on state agency vehicle usage.

Event is the date of final report submittal

EVT+4 years and then destroy

No

No

 

New

FLEET018

Motor Vehicle
Operator Records

Records relate to individual employee operation of state-owned vehicles, including driver tests, special restrictions, authorization to use, safe driving awards and related correspondence. Includes complaints about drivers and agency follow-up. 

Operator is defined as an employee, authorized student or, contractor or other authorized person.

Event is the date the
operator
separates
from state service

EVT+ 1 year and then destroy confidential

Yes

No

 

New

FLEET019

Global Positioning
System (GPS)
Related Vehicle
Tracking
Information

Information on where (location) and when (time) vehicles travel to for vehicles equipped with GPS tracking devices.

Date of report generation

CR+ 1 year and then destroy

No

No 

This information would be a source
document for
other records in cases where
fraud or other improper
activities are alleged.

New