UNIVERSITY OF WISCONSIN River Falls

Conditions Affecting Final Disposition

All recommended dispositions provided within this schedule may be carried out by University of Wisconsin administrators except that records may not be destroyed where required to be retained by law or policy including, but not limited to, a pending public records request, lawsuit, audit, or legal hold.

Many records are designated as "destroy confidentially." Pursuit to Wis. Stats. §§19.62(56) and 905.03, these records may contain either or both personally identifiable information and confidential materials protected by the attorney-client or attorney work product privileges or other provisions of law applicable to specific types of cases

Administrative Rule 12, Electronic Records Management
General record schedules cover records in all media. Administrative Rule 12, Electronic Records Management-Standards and Requirements, became effective May 1, 2001. The rule and related information regarding records management for electronic records can be found at http://www.doa.state.wi.us/section detail.asp?linkcatid=761&linkid=127&locid=0&sname The purpose of this rule is to ensure that public records in electronic format are preserved,maintained, and remain accessible for their designated retention period. Because of frequent technological change, including hardware and software obsolescence and media degradation, agencies must take steps to manage and protect electronic records for as long as they are needed. To meet business needs and protect the legal, financial and historical interests of internal business operations and Wisconsin citizens, agencies must prepare and execute migration plans for electronic records as necessary to prevent them from becoming inaccessible during their retention periods.

UNIVERSITY LEGAL AFFAIRS

UWLA0001 MATTER CASE FILES

The legal affairs offices at UW System Administration, UW-Madison, and UW-Milwaukee serve as primary, advisory, or liaison counsel on a variety of litigated case files including,but not limited to: State of Wisconsin administrative proceedings; Federal or State court proceedings; internal proceedings; and federal enforcement actions and other campus legal matters. Legal matter files include but are not limited to pleadings and legal argument, correspondence, evidence, research, orders all documents related to a Legal Summons, and Subpoenas issued, May contain Client File; Expenses; Attorney Notes;Medical Records; Government Agency Filings; Discovery [for example Interrogatories,Request for Production of Documents; Deposition Transcripts; Evidence [for example photos, statements, etc. and/or related correspondence requesting specific records pertaining to University employees or University business transactions are included in this series. This retention period is consistent with that employed by the Wisconsin Department of Justice for similar records, and covers the longest expected applicable statute of limitations. The recommended retention period is ten years, unless the file is deemed historic.

SEE UWLA0002

Retention Time Period Original: EVT+ 10 Years EVENT=Date the File was closed
Disposition: Destroy Confidential
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
PII:Yes
Confidential: Yes

UWLA0002
LEGAL AFFAIRS CASE FILES - HISTORICALLY SIGNIFICANT

Matter Case files that are determined to be documentation of historically significant events that happen on the university campuses.

Retention Time Period
Original: CR+20 Years CR = Creation Year
Disposition: Transfer to University Archives per institutional policy Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: No
Confidential: No

UWLA0003
LEGAL TRADEMARK AND INTELLECTUAL PROPERTY- FORMAL LEGAL DOCUMENTS

Official legal documents dealing with Trademarks and Intellectual Property which are retained by Legal Affairs. Examples of these documents include those related to, but not limited to: trademark, intellectual property, trusts, real estate, and certain legalagreements or court orders related to trademarks and intellectual property.

Retention Time Period
Original: CR +50 Years CR = Creation Year
Disposition: Transfer to University Archives
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWLA0004
CLIENT CONSULTATION RECORDS

The general counsel and legal affairs offices frequently consult with clients on legal questions and concerns. Related records should be retained for six years because that is the longest statute of limitations for potential, related claims to be filed, and because that is a reasonable length of time for such documents to be useful in resolving similar matters. *The minimum is EVT + 6 Years. UW-Madison has opted to keep records more than the minimum for operational purposes to EVT+10 Years.

Retention Time Period
Original: *EVT + 6 Years EVENT= Date of Issue resolution
Disposition: Destroy Confidentially
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: Yes
Confidential: Yes

UWLA0006
ADMINISTRATIVE RULE DEVELOPMENT- OFFICIAL FILE

The University of Wisconsin System may promulgate administrative rules pursuant to Wis. Stat, chapter 36. The official rule drafting file should be should be retained permanently as is consistent with state-wide practice.

Retention Time Period
Original: Permanent
Disposition: Transfer to Archives per institutional policy
Copies: When no longer needed for administrative or quality control purposes destroy confidentially
Pll: No
Confidential: No

NOTE: Refer to UWS Administrative GRS for the following General Retention Schedules:

  • UWADM010 EXTERNAL COMPLAINTS
  • UWADM011 LEGAL NOTICES
  •  UWADM012 PUBLIC RECORDS REQUESTS
  • UWADM013 AGREEMENTS AND CONTRACTS
  • UWADM016 UNIVERSITY SPEECHES/PRESENTATION

NOTE: For management of E-mail related Office Administration, General Correspondence, and other business records refer to the UWSA Business Communications schedule for appropriate Retention.