Locating Record Schedules

As stated in previous sections, 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.

The Record Schedules List is easily searchable to locate a schedule that fits your document description. A schedule will tell you how long to retain a record and the method for disposal. Each schedule sets forth a schedule number, record description, retention period, disposal method, and if the record is considered confidential. A confidential record determines how a record will be disposed (through general recycling or confidential disposal/shred process).

For example, meeting minutes are retained for 5 years before sending to the Archives, but purchase receipts are retained for 6 years before they can be destroyed. There are only two courses of action to occur once a record falls outside of the Record Schedule retention: Transferring Records to Archives or Record Destruction & Disposal.

Record Schedule List Examples:

Schedule #	Title	Records Description	Retention Period	Disposal Method
None	Disposable Records	Wi. State Legislative 16.61 notes that disposable records are 1) Duplicate copies of materials the original copies of which are in the custody of the same state agency and which are maintained only for convenience or reference and for no other substantive purpose. 2) Drafts, notes, preliminary computations and like materials prepared for the originator's personal use copies of which are in the custody of the same state agency and which are maintained only for convenience or reference. 3) Routing slips and envelopes. These records can be disposed of at any time - if any PII data contained, be sure to dispose of confidentially.	When no longer needed	Destroy
ADMIN350	Internal Communications	Records that document communication within an entity/unit between staff regarding its operations. These communications may be provided through a variety of methods such as, but not limited to, documents, photographs, audio, and video. Applies to the sender of the original record and not the recipient	EVT+3 Years	Destroy Confidential
ADMIN352	Transitory Records (Business)	Records that are non=substantive, required only for a short time, have little or no documentary or evidential value, and are not required to meet legal or fiscal obligations. These records shall not be used to initiate, sustain, evaluate, or provide evidence of decision-making or public policy. Both of the statements/ conditions above must be met for the records to be considered transitory and applies regardless of the format of the record.	EVT	Destroy Confidential
ADMIN301	Boards, Councils, or Commissions	Records associated with boards, councils, commissions, or their subcommittees, that are established by legislation or Governor’s Executive Order. May include, but not limited to, member listings, appointment notifications, charter or project mandate, operating rules, roles and responsibilities, agendas, meeting notes and attached documentation, interim reports, presentations.	EVT+5 Years	Transfer to Archives
FIS00020	Receipts and Disbursement Transactions	Records related to the receipt of funds for goods or services provided and the purchase of goods or services and the supporting documentation. This series includes Accounts Payable and Accounts Receivable transactions. May include approved claims, purchase orders, invoice requests, merchandise receipts, vendor invoices, agency vouchers, service reports, and other supporting documentation.	FIS+6 Years	Destroy

Disposable Records

Disposable records do not require to be retained. Records in this category include:

Duplicate copies of materials where the original record is in the custody of the same state agency and where copies are maintained only for convenience or reference and for no other substantive purpose.
Drafts, notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working.
Routing slips and envelopes.

Can't find what you're looking for?

If you have a business record and cannot locate a records schedule that describes it, contact the UW-Green Bay Records Officer.

Record schedules are valid for 10 years. State agencies are statutorily required to provide records schedules for ALL records not already covered by an existing records schedule. By law, RDAs have to be submitted one year after each records series has been received or created. After 10 years, the RDA sunsets, and a new one must be resubmitted for Public Records Board approval. The records schedule is the key document for establishing a records management program for your department. In Wisconsin State government, the records scheduling process is accomplished by completing an RDA and submitting it to the Public Records Board (PRB) for approval.