UNIVERSITY OF WISCONSIN River Falls

Fleet and Aircraft Management

Scope: 
This general records schedule covers records related to motor vehicles, heavy equipment and state owned and operated aircraft and related records.  Motor vehicles for purposes of this schedule include automobiles, trucks, heavy motorized equipment and motorcycles used by the State of Wisconsin. It does not include boats, ATV’s or snowmobiles. Heavy equipment refers to heavy-duty vehicles, specially designed for executing construction tasks, most frequently ones involving earthwork operations.  This includes but is not limited to backhoes, crawlers, dozers,excavators, graders, loaders, mowers, tracked dump trucks, tracked skid steers and tractors.

These records pertain to the management, maintenance and operation of motor vehicles, heavy equipment and aircraft used by state agencies which includes the University of Wisconsin System Administration and all University of Wisconsin institutions. It is also available for use by Wisconsin local units of government.

Aircraft are operated by three state agencies: the Department of Administration (DOA); Department of Transportation (DOT) and the Department of Natural Resources (DNR).  DOA, under Wis. Stat. 16.04provides aircraft related transportation services. DOT and DNR use their assigned airplanes for various law enforcement and environmental related work.    

The schedule covers both records required by DOA to comply with the statutory responsibility to oversee fleet operation perWis. Stat. S 16.04and operational records relating to operating fleets of vehicles.  DOA and certain designated state agencies have been granted delegated authority to operate central fleets. In general, records pertaining to motor vehicle, heavy equipment and aircraft reflect a threefold responsibility:

  • The accumulation of cost and operating data for internal accounting and management purposes and for reports submitted to DOA and when requested by the Governor and Legislature;
  • The maintenance of the vehicles and aircraft themselves; and,  Protecting the interest of the state in accident claims against it. 

 
This general schedule may not include records which are unique to the mission of a single agency. The department or institution is responsible to write program specific Retention Disposition Authorizations (RDAs) to schedule unique or mission-related records which would apply only to that single agency.
 

Records Format

Records covered in this schedule may be retained in either electronic or paper format. The schedule also applies to all records born digital (including those created or transmitted via e-mail), data contained in database systems, tapes/cartridges and other types of electronic records and information systems maintained by and managed by the DOA and other state agencies. To safeguard the information contained in records maintained exclusively in electronic format, agencies must meet the standards and requirements for the management of electronic records outlined in Wisconsin Administrative Rule, Chapter 12.   
 

Enterprise Fleet Management Information System

The Enterprise Fleet Management System is currently made up of a client/server application called FleetFocus and a Web Portal system developed internally at DOA. The system is used by state agencies throughout the State of Wisconsin (including the University of Wisconsin System) for fleet and driver management. Records created through the use of these systems may be deactivated over time. When this occurs DOA will follow the retention times in the RDA’s in this schedule for the applicable records. 
The major components of the system include:

  • Fleet Motor Pool Reservation System. Unique modules exist for DOA Central Fleet Motor Pool, DOT Motor Pool and a UW Madison Motor Pool developed in conjunction with DOA. This module allows drivers to make reservations on line and allows fleet staff to manage the dispatch and return of vehicles.
  • Driver Management: State organizations manage their driver information through a module in the Web Portal. This module includes a monthly, automated driver record process coordinated with the Division of Motor Vehicles at the Department of Transportation.
  • Mileage Management: End users of vehicles leased from DOA Central Fleet are required to report business and personal miles used on a monthly basis. The Mileage Management module allows users to log in and enter their miles directly through the Web Portal.
  • Position Management: Fleet owning organizations are allowed a set number of positions for their fleet. The Position Management module is the tool Enterprise Fleet uses to track the number of positions an organization has versus how many vehicles they have at any given time. 
  • Repair and Maintenance: Some major fleet owning organizations use the FleetFocus module to track vehicle repair and maintenance. However, most of this work is contracted out. Vendor work is tracked through our reporting module listed below. 
  • Fleet Equipment: All fleet owning organizations track vehicle attributes through the Fleet Equipment module in the FleetFocus application. DOA manages this for organizations that do not have access to FleetFocus. 
  • Reporting: The Web Portal includes a wide range of reports including work performed by vendor repair and maintenance companies and fuel use with the Voyager fuel card.

 
Personally Identifiable Information:  Wisconsin law requires authorities to specifically identify certain record series within a general records schedule that contain Personally Identifiable Information (PII).  Wis. Stat. § 19.62(5)defines PII broadly as “information that can be associated with a particular individual through one or more identifiers or other information or circumstances.”  Despite this broad definition, Wis. Stat. § 16.61(3)(u), requires that record series within a schedule containing the following types of PII need not be identified as such: a) mailing lists; b) the results of certain computer matching programs; c) telephone or e-mail directories; d) record series pertaining exclusively to agency employees; and e) those relating to state agency procurement or budgeting.  As to those record series identified as containing PII, the schedule should further indicate whether the PII is incidental to the primary purpose for which the record series is created.  Information about identity theft and information security is available at http:/itsecurity.wi.gov/.  If in doubt as to whether a specific record series contains PII, check with agency legal counsel, either within your agency or by contacting the Attorney General’s office.
 
Confidentiality of Records:  Some record series may contain confidential or restricted access records such as social security numbers.  The schedule should identify any record series containing information required by law to be kept confidential or specifically required to be protected from public access, identifying the state or federal statute or administrative rule that so requires.  NOTE:  Some, but not all PII is confidential.  At the same time, records not containing PII may be required by law to be kept confidential.  The designation of a particular record series as “confidential” relates primarily to the general schedule’s function in regulating the retention and disposition—including destruction—of the record series.  In contrast, public access to records is determined by the Public Records law and not simply by the designation of confidentiality in a record schedule.  If in doubt as to whether or not a specific record is confidential, check with legal counsel, either within your agency or by contacting the Attorney General’s office.
 
Related Records Series:  See the section “Other Related Records Series”, included in the document for reference purposes.

Closed Records Series:  See the “Superseded and Closed RDA’s” section included in the document. Closed series were included in the prior version of the Motor Vehicle Management Records Schedule but are not part of this updated schedule. The rationale for each closed series is provided.

Companion Document: See the companion document Introduction to General Records Schedules November 2011for additional information about how to use this schedule. In particular please review the restrictions on conditions that might preclude the authorized destruction of documents in the normal course of business including open records requests; ongoing legal holds or audits currently underway or known to be planned. 

Effective Date: This schedule as approved herein by the Public Records Board is effective immediately. The schedule should be implemented by Records Officers in all state agencies in a timely and efficient manner.