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Create a Record Management Plan

Anticipated in 2025, the UW System Records Management Policy will be enacted, which will require all operational units/departments to develop a Record Management Plan (RMP).  This plan should include a list of the records used and created by the department, the record schedule that it matches, where the records are located, and how long the record must be maintained.  

Inventory Department Records

To create an RMP, your team should familiarize yourself with the records in your department.  This includes records in file cabinets, department shared computer files, and database or software systems.  This may even include record systems you use but are not in charge of.

Use the Inventory Management Worksheet to catalog all records created and used by your department. This Worksheet will essentially become your department's RMP.  During this assessment you will list your records on the Worksheet and then match these records to an approved record schedule using the Locating Record Schedules section or search the Record Schedules List.   

Record Schedules approved by the State Public Records Board and are the only source for determining the duration a record must be maintained. A record schedule will be noted on your Worksheet along with how long the record must be retained and the identified disposal method.

Once your Worksheet is complete, your department will have an accurate inventory that will make the disposal process easier once a record retention period has passed. From this Worksheet, you will be able to quickly identify those records - paper and electronic - that may be ready for Transferring Records to Archives or Record Destruction & Disposal.

Electronic records, including software system records, should be included on your Worksheet.  Electronic records required to be retained permanently can be moved to a flash drive or saved to the Archives shared drive.  Electronic records ready for destruction must be noted on a Confidential Destruction Form per the Record Destruction & Disposal process.

Digitizing records can be done according to Universities of Wisconsin Administration Digitization of Information.

Example of an Inventory Management Worksheet:

Electronic Software or Paper Folder LocationDepartment Record DescriptionDatesRecord Schedule #Record Schedule TitleRetentionTo ArchivesDestroyConfidential?Original or Copy?
E-File BP LogixAccident Reports2020-2022RISK038Liability IncidentEVT+11 Years
XXO
Z Drive Folder: ProjectsProject Working Files2022-2023ADMIN402Project RecordsEVT+5 Years 
X
O
File Drawer: InvoicesInvoices Uploaded to Shop+UW2014-2023FIS00020Receipts & Disbursement TransactionsFIS+6 Years
X
C

Retain your Management Plan

All employees in your unit should be aware of the RMP and where it is located.  Forward the RMP to the UW-Green Bay Records Officer.   The Records Officer will maintain all campus RMP's.  Thereafter, the Records Officer will notify departments when the next annual review requires the department to review their RMP and make any updates.