UNIVERSITY OF WISCONSIN River Falls

Records Retention Schedule

Records Retention and Disposition

 
Records Retention Schedules:

 

Records retention is the legal minimum amount of time that a record must be kept and cannot be disposed of prior to the scheduled retention. The retention of a record is determined based off of legal, fiscal, and administrative requirements. Records Retention schedules are approved by the Wisconsin Public Records Board and sunset after 10 years, where they will be reviewed and updated.

 

Before getting rid of records, you should be certain that they have met the minimum retention. To find out how long a record must be maintained, you can keyword search the records retention schedules. If you are still unsure or don’t think there is a records retention schedule your record fits under contact the Records Manager.

 

Navigating the Schedules:
Record Series and Title
A Record Series is a grouping of record types by function. Record Title is a descriptive title defining the Record Series. The Record Series is further described and includes of the types of records or documents included in the Record Series. 
Retention
Is the MINIMUM amount of time that a record is to be kept. 
EVT = Event (date of graduation, fiscal year, separation from the university, etc.) 
CR = Creation of Record
Disposition
Indicates what is to be done with a record once Retention is met. Destroy, Destroy Confidentially, or Transfer to Archives
PII: Personally Identifiable Information
Information that can be associated with a particular individual through one or more identifiers or other information or circumstances. (Wis. Stat. 19.62 (5))
Confidential
Indicates whether or not record series contain confidential information. Access to these records should be restricted.
Copies 
 
Duplicate's or copies of records are not considered an official record under Wis. Stat. 16.61 (2) (b). These are only maintained for convenience or reference. 

 

Disposing of Records:

 Once a record has met its minimum retention, then may be disposed of in one of three ways;

  • Destroy, by simply deleting, or recycling.

  • Destroy Confidentially, utilize campus confidential shredding services.

  • Transfer to archives, records deemed to hold institutional historical and research value must be transferred to the University Archives to ensure long term preservation and access.

 

Search Records Retention Schedule