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Records Management

Records Management is the official term for how we control records we create during the course of our daily work. How we use, distribute, store and dispose of these records is crucial to ensure we all follow public records law.  Records Management also requires employees to follow your department's Record Management Plan to know where records are kept and for how long.  Core record management processes are identified in UW System Fundamental Activities of Record Management.

The Office of Open Government | Wisconsin Department of Justice requires that all public records be open to the public because people must be informed about the workings of their government. Therefore, every record is presumed to be available to the public.  

All employees have the following public record responsibilities:

  • Recognize when you have a public record
  • Understand what is not a public record
  • Understand how to properly retain public records
  • Recognize a public records request and handle that request appropriately

Although most of us don't respond directly to a public record request, knowing what records are and following the approved Record Schedules keeps the University in compliance with public records law. 

What is a Record?

A record is any document - in any format (paper or electronic, and yes even video) - created or used by you or your department to conduct University business. The value of a record is determined by content, not by format.


If a document helps you perform your job or documents the history and/or administration of your office, it is probably a record and should be handled appropriately. This includes email, text messages and social media!


The Record Management Handbook is a resource that provides additional examples and discusses your employee and department responsibilities.


Who decides what to keep and for how long?

The State of Wisconsin Public Records Board in Madison has oversight and accountability for the State's Records Program. The Board conducts its work in collaboration with Wisconsin governmental entities to assist with records retention and preservation requirements. Statutory authority may be found at Wis. Stat. Sec. 16.61.  

A record schedule supports this process.  Record Schedules are approved by the State Public Records Board and are the ONLY resource for determining the duration a record must be maintained and how you can dispose of it.  It is illegal for any UW-Green Bay employee to destroy a public record in their office without confirming against a Record Schedule.  You CANNOT dispose of a record if the retention period has not been met, nor can you follow a department list for retention.  To learn more about record schedules, review the Locating Record Schedules section or search the Record Schedules List.

Although documents that you receive in the course of business are records, you may not be responsible for long-term maintenance of all of them. Some records, such as correspondence or committee minutes, the record creator (the sender or the committee chair) holds the official record that must be held for public record purposes.  If you receive such a record, you hold a "copy", which is considered a convenience copy and can be considered disposable.  If unsure, check with your Records Officer

What is UWGB's Record Officer role?

The UW-Green Bay Records Officer is responsible for maintaining record schedules and ensuring employees have the necessary record management training.  The Records Officer works with other University of Wisconsin campus Records Officers and the state Public Records Board.