UNIVERSITY OF WISCONSIN River Falls

Utility And Function of Information Provided Within this GRS

A. Preservation of Historic Records. Historic records are those that must be retained indefinitely because of their historic character. It is expected that some legal affairs records will have historic value as so deemed by the general counsel or directors of the campus legal affairs offices. In such an event, the records will be held in the Board of Regents' archives, in the General Counsel's office, in the campus legal affairs office, or in the applicable UW Archives.

B. Use of the Systems Approach. To as great an extent as possible, the records schedules included within this document were developed using a systems approach. That is, the substantive information contained within an individual document, rather than the document's format, is the basis for the descriptor ofeach document. This is consistent with the "records series" approach defined in Wis. Stat. § 16.61(2) (c).

C. Minimum Retention Established and Permanent Retention Procedure. The records schedules included within this document established minimum retention periods for each type of record. The disposition of each record is assumed to be destruction after its minimum retention period. However, expired records may be retained for as long as they are needed as a resource for performing future projects on behalfofthe University ofWisconsin.

D. Documents to be retained. In accordance with Wisconsin law, records to be retained are those defined as "public records," by Wis. Stat. § 16.61(2) (b). There are some exclusions to the definition including: 

1. Duplicates maintained by a University employee only for convenience or reference and for no other substantive purpose.

2. Unsolicited notices or invitations which are not related to any official action taken, proposed, or considered by the University of Wisconsin System. 

3. Drafts, notes, preliminary computations and like materials intended for personal use by an individual University employee or prepared by a University employee in the name of the person for whom the employee is working. 

4. Routing slips and envelopes. 

5. Materials that are purely the personal property of a University employee and have no relation to his or her office. Records that are not public records under the definition may be destroyed when no longer useful for conducting University business in the discretion of University administrators.

E. Documents held in electronic format only.
Records, other than copies, stored in electronic form only must comply with the legal requirements set forth in: Regent Policy Document 3-2: University of Wisconsin System Public Records Management; and Chapter Adm 12: Electronic Records Management-Standards and Requirements.