Vice Chancellor for Administration and Finance Home

Administrative Policies

AP 1 State Telephone System and Cellular Telephone Sets

AP 2 Telecommunications Equipment (Voice)

AP 3 Smoking

AP 4 Safety and Health

AP 5 Risk Management Policy

AP 6 Parking Regulations

AP 7 Sign Posting

AP 8 Chargeback of Physical Plant Services

AP 10 Building Keys

AP 11 Fleet Vehicles

AP 12 Records Hold (Financial)

AP 13 Dispensing of Hearing Aids

AP 14 Policy on Business Activities

AP 15 Dangerous Weapons on Campus

AP 16 Collection of Indirect (Overhead) Costs

AP 17 Distribution of Indirect (Overhead) Costs

AP 18 Seat Belt Use

AP 19 Use of University Facilities

AP 20 Athletic Camps and Clinics

AP 21 University-Foundation Relationships

AP 22 Employee Accident/Injury Procedures

AP 23 Naming of Rooms and Buildings on Campus

AP 24 Postal Policy

AP 25 Requirement for a Mandatory Residential Dining Plan

AP 26 Requirement for Mandatory Housing

AP 27 Records Management Program

AP 29 Bad Check Policy

AP 30 In-Line Skates and Skateboarding

AP 31 Computer Software Use

AP 32 Inclement Weather Practice

AP 33 International Student Tuition Remission Policy

AP 34 International Education and Globalization Programs and Activities

AP 36 Information Security

AP 37 Conflict of Interest/Financial Disclosure Policy

AP 38 Health Insurance Requirement for International Students

AP 39 Reuse Policy for Replaced Computers

AP 40 Alcohol Beverages on Campus

AP 41 Computer Replacement Policy

AP 42 Outreach Residual Funds

AP 43 Summer Session and J-Term

AP 44 Use of Copyrighted Material

AP 45 Shared Radio Spectrum Management and Coordination

AP 46 Emeriti Status for Unclassified Staff (Faculty/Academic Staff)

AP 47 Honored Retiree Status for Classified Employees

AP 48 Application for Immigrant Visas

AP 49 Determination of Outreach Course

AP 50 Cellular Telephone Policy

AP 52 Access, Use, and Retention of Social Security Numbers

AP 53 Full-time Status with a Reduced Course Load

AP 54 Advertising, Sponsorship, and Promotion of Alcohol and/or Tobacco Products on Campus

AP55 Licensing of UWRF Registered Marks

AP56 Advertising and Sponsorship in University Print and Online Publications

AP57 Utility Vehicle

University of Wisconsin-River Falls Administrative Policy Paper
Number: AP 27 Revised
Date Issued: September 16, 2008
Subject: Records Management Program

1.0 POLICY/PURPOSE:

1.1 Definition: Records management is the process by which recorded information, regardless of format, is ushered through a multi-phased life-cycle, including initial creation; active office use; inactive storage; and eventual destruction or transfer to the University Archives for preservation and permanent retention.

1.2 Purpose: Ensure reasonable compliance with external laws and regulations regarding records disposition. Make handling of records a routine process which effectively documents the spectrum of University operations and preserves documents relevant to the history of the University. Provide professional assistance and records system control to University offices and departments so that these units may contribute to the University's mission.

2.0 OVERVIEW/BACKGROUND:

2.1 Statutes: Wisconsin Statutes 16.61 (especially Section 13), 16.62, 19.31-19.39
2.2 System Policies ( http://wwwnew.uwsa.edu/bor/policies/rpd/rpd3-2.htm )
2.3 Past Practice

3.0 UNIVERSITY RESPONSIBILITIES:

The Chancellor shall designate a public records and forms officer. The Records Officer (RO) shall develop and maintain a records management program in compliance with Wisconsin statutes and UW System policies governing public records, regardless of format; provide records management training and assistance to University employees; provide special assistance to UW System legal counsel upon request; and collaborate with information technology professionals at the university and System levels in developing and maintaining systems that manage electronic public records in compliance with state and federal requirements.

The records management program shall facilitate the disposal of records determined not to be of permanent value. It shall also provide for the preservation of those records deemed to have permanent legal, fiscal, administrative, research, or historical value. In making these designations, the RO may consult University employees from other professional fields, including but not limited to: business officers, administrators, faculty, staff, and students.

4.0 DEPARTMENT/UNIT RESPONSIBILITIES:

The University Archives shall be responsible for the administration of inventorying, scheduling, and disposition of records, regardless of format, in those offices requesting records management assistance. Specific responsibilities include:

4.1 Advising and assisting departments and units in conducting records inventories and establishing records retention schedules.

4.2 Developing priorities for records management program expansion to all University departments and units.

4.3 Working with University administrative offices, UW System Administration and other offices and departments as appropriate to establish disposition schedules for University records.

4.4 Serving as University liaison with the State Public Records and Forms Board.

4.5 Administering the University Archives of the University of Wisconsin-River Falls.

5.0 PROCEDURE:

5.1 Inventory: A department/unit conducts an inventory to determine what records are created and used, and what records are active or inactive. It is a complete and accurate listing of information about records including but not limited to: series title; dates; types of storage equipment; departmental function documented by the records; and physical information such as location, format, volume, etc. The inventory also allows the department/unit to evaluate records and to make recommendations for disposition.

5.2 General Schedules: UW System-wide records retention schedules are called general schedules. These schedules codify retention policies for record types common to all offices across campus. Rather than making each office secure its own specific retention schedule, a general records retention schedule can be used by all offices to determine retention and disposition of similar records. Departments/units should determine if records fall under pre-existing general campus- or System-wide general records schedules. If they do, skip to 5.4; if not, proceed to Step 5.3.

5.3 Records Disposition Authorization (RDA): While many of the more common administrative records will be covered by campus-wide or System schedules, departments will have records that are unique and should therefore be covered by a specific records retention authorization called a Records Disposition Authorization (RDA). The RDA form is available from the State of Wisconsin Department of Administration at http://www.doa.state.wi.us/docs_view2.asp?docid=1700 . RDAs are written based in large part on the information gathered in the records inventory. Wisconsin Statutes prohibit the destruction of any public records, regardless of format, without the approval of the State Public Records and Forms Board (PRB). To obtain this approval, an RDA is written by the RO using the inventory worksheets  completed by the department/unit and submitted for review. When the final draft is completed, the department/unit representative signs the RDA and it is submitted to the PRB, which meets quarterly. Upon approval, the PRB signs off on the RDA and returns it to the RO, who sends a final copy with all signatures to the originating office.

5.4 Disposition: Records are either destroyed or legal custody is transferred to another agency, such as the University Archives. In effect, the RDA is a legal agreement between the University and the PRB that a given records series will be retained for at least a certain number of years and then disposition will be handled in a certain manner. RDAs are subject to amendment and change by the same process used for initial creation.

 

 

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