UNIVERSITY OF WISCONSIN River Falls

Other Fleet and Aircraft Management Related Records

These record series are not part of the Fleet and Aircraft Management General Records Schedule. They consist of record series already approved by the Public Records Board from other General Records Schedules. 


RDA Number

Record Series Title

Description

Minimum
Retention and
Disposition

PII

Confidential

Use Case/ Example

ADM00023

Internal Policies and Procedures

Established departmental policies and procedures.

EVT+7 years and then destroy

No

No

DOA Fleet Driver and Management Policies and Procedures
Manual-November
2004 
Vehicle Driver Guide

900000110

Capital      Equipment
Inventories

Running inventories of capital equipment such as motor vehicles.

If the finance office maintains this then other copies can be destroyed as inventories are superseded or become obsolete.
From the Fiscal and Accounting GRS

FIS+4 years and then destroy

No

No

 

90000111

Supplies,
Commodities and
Parts Inventories

Running inventories of supplies, commodities and parts.

If finance office maintains this then other copies can be destroyed as inventories are superseded or become obsolete.
From the Fiscal and Accounting GRS

FIS+4 years and  then destroy

No

No

 

90000112

Surplus Property
Disposition Records

Records relating to the surplusing, sale and disposition of state property. Includes motor vehicles.

If finance maintains the official record then copies may be destroyed when no longer needed for administrative reference.
From the Fiscal and Accounting GRS

EVT+3 years and then
destroy.

Event is the date the
property is disposed.

No

No

 

90000113

Surplus Property
Disposition Records-
Restricted
Disposition Items

Pertains to items with restrictions controlling their disposition.

If finance maintains the official record then copies may be destroyed when no longer needed for administrative reference.

From the Fiscal and Accounting GRS

EVT+1 year and then
destroy.

Event date is the date the restriction ends.

No

No

 

90000114

Surplus Property
Disposition RecordsNon-compliance
Status

Pertains to items declared by the federal government or other entities such as auditors to be in non-compliance with the property transfer restrictions.

If finance maintains the official record then copies may be destroyed when no longer needed for administrative reference.

From the Fiscal and Accounting GRS

EVT+1 year and then destroy.

Event date is the date the case is closed.

No

No

 

HR000152

Drug and Alcohol
Test RecordsTraining and
Collection Processes

For certain positions subject to the Omnibus
Transportation and Employee Testing Act and related federal DOT regulations.

From the Human Resources General Records Schedule

CR+2 years And then destroy confidential

Yes

Yes

These retention periods are included in the program guidelines.

HR000153

Drug and Alcohol
Test Records-
Negative or
Canceled Test
Results

For certain positions subject to the Omnibus
Transportation and Employee Testing Act and related federal DOT regulations.

From the Human Resources General Records Schedule

CR+1 year And then destroy confidential

Yes

Yes

Same

HR000154

Drug and Alcohol
Test Records-
Positive Test Results

For certain positions subject to the Omnibus
Transportation and Employee Testing Act and related federal DOT regulations.

From the Human Resources General Records Schedule

CR+5 years And then destroy confidential

Yes

Yes

Same

HR000155

Drug and Alcohol
Test RecordsRecords Received from Previous Employers 

Verified positive drug test results; alcohol test results with a concentration of 0.02 or greater; equipment calibration documentation; documentation of refusal to take a required drug or alcohol test and SAP referrals and evaluations.

From the Human Resources General Records Schedule 

CR+3 years And then destroy confidential

Yes

Yes

Same

Risk0026 

Property Claim Files

Wis. Stat. 16.865mandates responsibility for statewide risk management coordination including managing the statewide self-funded property program. 

Claim files may include accident/property loss reports, investigative reports, evidential documents such as photos, payment vouchers and any related correspondence. These records represent the official property claim files. 

From the Risk Management General Records Schedule

EVT+5 years and destroy confidential

Event is the date the claim in closed

Yes

No