UNIVERSITY OF WISCONSIN River Falls

Administration

The University of Wisconsin System Library General Records Schedule applies to all University of Wisconsin institutions. In order to facilitate efficient records management for University employees, this general records schedule is provided in two formats: narrative and spreadsheet.

UWLIB100
POLICY DOCUMENTS

Policy documents may include statements on hours of operation, rules and regulations for the reference, circulation, gifts and donations, human resource management, and other administrative matters. They may govern the use of differing patron cards, loan periods for various materials, fines and other charges, collection development, reference services, acceptable use, access to the Internet and other library equipment. Personnel policies may include job descriptions and requirements, as well as policies concerning leave, appropriate behavior, evaluation, and benefits. Policies may also document how the library will comply with statutory regulations, such as the Americans with Disabilities Act, Wisconsin public records law (Wis. Stat. § 19.21 - 19.39), and the patron confidentiality law (Wis. Stat. § 43.30), Federal Education Rights and Privacy Act, and laws governing employment, environmental health, fiscal accountability, and civil rights.

Retention Time Period
Original: Item is superseded + additional 2 years and thereafter destroy
Copies: Destroy when no longer needed

UWLIB101
LEADERSHIP REPORTS

These reports are created by library administrators, including directors and assistant directors, to summarize current issues facing the library for review by university administrators. The reports are both narrative and statistical, and include information received from library department managers.

Retention Time Period
Original: Academic year of creation + additional 2 years and transfer to archives.
Copies: Destroy when no longer needed

UWLIB102
DIRECTOR'S SUBJECT FILES

These records are used to support administrative analyses, program and project planning, procedure development, and programmatic activities for a library. Subject files are generally organized alphabetically by topic. Document types may include periodic activity reports, both narrative and statistical, special reports, topical correspondence, research materials, project planning notes, organizational charts, or agency descriptions. Subject files do NOT include files related to individual program activities, human resources files, and accounting records. For topics of continuing interest, files may be segmented into annual files.

Retention Time Period
Original: Date when no longer needed for ongoing administration + additional 5 years then transfer to archives.

UWLIB103
LIBRARY USE REPORTS

These reports may be created by library departments and may include documents that summarize acquisition, interlibrary loan activity, catalog and circulation as well as other library activities. These reports do NOT contain personally identifiable information.

Retention Time Period
Original: Academic year of creation + additional 1 year and thereafter destroy
Copies: Destroy when no longer needed

UWLIB104
MEETING RECORDS-INTERNAL STAFF

These records may include meeting minutes, agendas, and distribution materials related to staff meetings consisting of members that are entirely or primarily internal to the library. Original record remains with appropriate chair, all other copies are considered duplicates.

Retention Time Period
Original: Academic year of creation + additional 2 years and thereafter destroy
Copies: Destroy when no longer needed

UWLIB105
PROCEDURES

Procedures are generally a process or series of steps especially of a practical or mechanical nature involved in a particular form of work. Examples include circulation check out, reference desk procedures, and the like.

Retention Time Period Original: Date of supersession of document or when no longer needed, and thereafter destroy.
Copies: Destroy when no longer needed

UWLIB106
LIBRARY STRATEGIC PLAN

This is the final version of the library strategic plan that is approved by campus administration.

Retention Time Period
Original: After approval transfer to archives
Copies: Destroy when no longer needed

UWLIB107
LIBRARY BUDGET RECORDS

The budget forecasts income and allocates expenditures for the next fiscal year. Revenue sources may include governmental entities, grants, fees, fines, sales, and service provision. Expenditures may include payroll, facilities, electronic equipment, collection development, supplies and other maintenance costs. These records are used to prepare the library's budget in future years. The files may include planning materials, such as current budget and financial reports, projections of revenue, expenses such as materials, services, marketing, or information technology, fixed costs, or requests by each department for funding.

Retention Time Period
Original: Fiscal year + additional 6 years and thereafter destroy
Copies: Destroy when no longer needed

UWLIB108
CONFIDENTIALITY FORM

Records include employee acknowledgement of security-related responsibilities, such as data confidentiality form or employee password security agreements.

Retention Time Period
Original: Date of supersession or employee termination + additional 7 years and thereafter destroy

UWLIB109
ELECTRONIC EQUIPMENT INVENTORY

This inventory lists each computer, software license, and peripheral equipment used by library patrons and staff as well as servers, network and telecommunications equipment. The inventory may identify the model number, manufacturer, location, connections, inventory numbers, type of user, date of purchase, peripherals, software licenses, IP addresses and allocations assigned to each device.

Retention Time Period
Original: Date equipment is withdrawn from use + additional 5 years and thereafter destroy.