Source: https://www.library.wisc.edu/archives/records-management/retention-disposition/general-records-schedules/risk-management-and-fleet-vehicles-schedules/
Timestamp: 2020-07-16 04:27:03
Document Index: 15246306

Matched Legal Cases: ['§16', '§230', '§230', '§16', '§20', '§16', '§16', '§20', '§16', '§16', '§16', '§16', '§ 1910', '§ 262', '§ 262', '§ 172', '§ 172', '§ 172']

Operational Related Record Schedules | UW Archives and Records Management | UW-Madison Libraries
Operational Related Record Schedules
These are the PDF’s for the record schedules in the table below. Click on the link to print the schedule, otherwise search the table below for the appropriate record series. Please contact the University Records Officer with any questions regarding retention schedules.
2013 DOA Risk-Management-inc-Workers-Compensation [pdf] Includes General Risk Management & related records; Worker’s Compensation Records; Property and Liability Related Records; Property Program Related Records;Liability Program Related Records (In Versatile see Global Level)
2014DOAFleet and AircraftRecords [pdf] Includes Fleet and Related Records Maintenance and Operations Records and Aircraft Maintenance and Operations Records. (In Versatile see Global Level)
2010 Facilities Planning and Management Records [pdf] Campus Planning and Landscape Architecture, Capital Planning and Development, Physical Plant, Space Management Office,Transportation Services.) (In Versatile see Company Level)
2016 FP&M Environmental Health & Safety Records [pdf] (In Versatile see Company Level)
UW-Madison Emergency Management Records [pdf.] Includes University Response Plan; Occupant Emergency Plans; Continuity of Operation Plans; UW-Madison Police First Responders; Testing, Training and Exercises; Student, Faculty and Staff Emergency Preparedness; Preparedness for Individuals with Disabilities.
2011 UWPD Records Schedule(2016) [pdf.] -Includes Police Field Services; Communications and Dispatch; Police Field Training; Police Administration; Infrastructure Security Unit.
University Information Technology Records [pdf.] Information Technology Business – Project Related, Computer Ongoing Operations and Technical Support, Network/Data Communications Services, Data Administration, Computer and Information Security, Notes on Back-up and Wisconsin. Administrative Rule 12 (In Versatile see the Global Level)
This table contains records related to general Risk Management and related records; Worker’s Compensation Records; Property and Liability Related Records; Property Program Related Records;Liability Program Related Records; Fleet and Related Records Maintenance and Operations Records and Aircraft Maintenance and Operations Records; Campus Planning and Landscape Architecture, Capital Planning and Development, Physical Plant, Space Management Office,Transportation Services; and Environmental Health & Safety; Emergency Management; University Police and Information Technology.
From Records Schedule
DOA Fleet and Aircraft FLEET002 State Motor
Various subject and project files related to fleet and motor vehicle operations including the state van pool program. This is a catch-all category intended to cover motor vehicle related records not covered by separately identified series in this schedule. FIS + 4 Years
FIS= End of fiscal
DOA Fleet and Aircraft FLEET004 Ride Share
Program Files The Ride Share program matches drivers and riders that are interested in car- pooling. The program is authorized by Wis. Stat. 85.24. Records include lists of current car pool members, people interested in driving others, people interested in driving with others, the location where these individuals live and where they commute to work. Wis. Stat. 85.24 (4) identifies specific information related to ride-sharing that must be kept confidential. FIS + 4 Years
DOA Fleet and Aircraft FLEET009 Motor Vehicle
Records documenting service and repair orders to motor vehicles. These records normally include maintenance orders, logs, fiscal documents, such as requisitions or purchase orders for parts or services, vehicle warranties, operation and repair manuals and parts lists. Includes information on maintenance performed both by outside contractors and state staff. Also includes supplies and parts disbursed for each vehicle. Note: Fuel purchases via state issued fuel cards for both assigned and pool cars are submitted monthly to the agency accounting office. These records are covered in the Fiscal and Accounting GRS under RDA 90000021. EVT + 1 Years
EVT= Date the
DOA Fleet and Aircraft FLEET012 Motor Vehicle
Records These records document agency assignments
of motor vehicles to employees. The records
also document motor vehicle use and
assignment of license plates to specific
vehicles. Includes completed documentation
on reservations for pool cars, individual trips,
driver profiles, check-in and checkout logs.
This information is typically covered in
completed vehicle use agreements
(DOA#3103); pool car requisitions and nonavailability
slips, or equivalents.
DOA Fleet and Aircraft FLEET013 Motor Vehicle
Records This series provides detailed data relating to
costs and expenses associated with each
vehicle from purchase through disposal. EVT + 1 Years
DOA Fleet and Aircraft FLEET015 Program Related
to Gasohol,
and Hybrid/and
Vehicles Records relating to responsibilities on
gasohol, alternative fuels, and hybridelectronic
vehicles as outlined in Wis. Stat.
FIS + 4 Years
FIS= End of the
fiscal based
DOA Fleet and Aircraft FLEET016 Fleet Operations
Committee (JFC) Reports as mandated by Wis. Stat. 16.04 (1M)
when requested by the Governor or Joint
Finance Committee on details of all costs
associated with fleet operations.
EVT= Date of final report
Disposition: Transfer to State Archives
DOA Fleet and Aircraft FLEET018 Motor Vehicle
Operator Records Records relate to individual employee
operation of state-owned vehicles, including
driver tests, special restrictions, authorization
to use, safe driving awards and related
correspondence. Includes complaints about
drivers and agency follow-up.
Operator is defined as an employee,
authorized student or, contractor or other
authorized person. EVT + 1 Years
DOA Fleet and Aircraft FLEET019 Global Positioning
Information on where (location) and when
(time) vehicles travel to for vehicles equipped
with GPS tracking devices. CR + 1 Years
CR= Date of
DOA Fleet and Aircraft FLEET030 Routine Aircraft
Operations Records that pertain to the day-to-day
operation of aircraft by state agencies.
Included are records documenting
departures, takeoffs, destinations, passengers
on board, requests for flights, flight orders,
aircraft flight logs, flight plans and similar
CR= Date of Flight
DOA Fleet and Aircraft FLEET031 General Aircraft
Records Records relating to fleet-wide general
maintenance activities, modifications, or
improvements designed to meet programmed
requirements (as opposed to maintenance
activities performed on a specific aircraft; see
Fleet032 for records relating to maintenance
activities involving specific aircraft). Included
are records related to servicing,
manufacturing, rebuilding and testing of
equipment and classifying the condition
status of material, information that pertains
to aircraft maintenance, and overhaul and rework projects as well as information
pertaining to aircraft, aircraft components,
engines, propellers, instruments, accessories,
and their maintenance. Also included in this
category are maintenance manuals for aircraft
that have been customized from the standard
production model design in order to meet
agency-specific needs or manuals that have
been annotated and are different from those
issued by the manufacturer. Additionally, this
category includes preventive maintenance
records; aircraft inventories that account for
the aircraft held by, or assigned to, an agency
, and bulletins that direct a one-time
inspection to determine whether a given
condition exists and specify what action
should be/has been taken.
EVT= date of
DOA Fleet and Aircraft FLEET032 Individual Aircraft
Records Records relating to maintenance activities
performed on specific aircraft. Included are
aircraft logbooks, aircraft engine records,
inspection and maintenance records,
diagnostic checkouts, spot check inspections,
and maintenance requests. Also included are
records relating to configuration change to a
specific aircraft that are a material change,
modification, or an alteration in the
aircraft disposal or
DOA Fleet and Aircraft FLEET033 Records Required
Records requested by authorities conducting
the investigation of accidents/incidents
involving aircraft used by state agencies,
including leased aircraft used by state
EVT= investigation
date or preparation
DOA Fleet and Aircraft FLEET034 Pilot Records The FAA mandates that all employers of pilots
provide them with all records pertaining to
Individual’s performance as a pilot: their
training, qualifications, proficiency and
professional competence, including
comments made by evaluators. Also any
disciplinary action or release of employment
documents. This information must be
maintained by commercial operators for at
least one year after employment termination. EVT + 5 Years
EVT= termination
DOA Risk Management RISK0001 RMIS Output
(Risk Management Information System) These records include monthly or quarterly reports
which are distributed to department heads, division
administrators in state agencies and UW institutions.
Reports support program initiatives. Examples of these reports include benchmark reports. EVT + 6 Years
EVT= Superseded
or when no longer needed
DOA Risk Management RISK0002 Proposals for
Insurance Coverage §16.865 Wis. Stats. mandates responsibility for
statewide risk management coordination. This
includes providing insurance coverage for state agencies. Records may include non-selected bids for
property, liability, and Worker’s Compensation
coverage. Successful proposals for insurance
coverage would then produce insurance contracts, which would be handled as underlined under RDAs- RISK0025 and RISK0035. Agencies that receive authorization from DOA’s- BSRM may secure coverage for specific business
purposes on their own.
Examples: Owner Controlled Insurance Program (OCIP). Insurance services for these projects are placed by private negotiation and competitive bid. Official File: Agency handling the request for bid/proposal EVT + 7 Years
EVT= Date Bid is Closed
DOA Risk Management RISK0010 Worker’s Compensation
Claims Case Files Worker’s compensation claims filed by state and UW
System employees. These claims can be categorized as:
Medical Claims (No Lost Time):
A claim where an injured employee obtains medical treatment but does not lose more than three (3) days from work as
a result of the injury.
A claim where an injured employee
requires four (4) or more days off from work. Typically, claims include the same records as in
medical claims files, as well as lost time
documentation and disability payment material.
Hazardous Duties Employment Claims: A claim presented by certain occupational classes and of
hazardous nature as defined in §230.36. Wis. Stats.
Hazardous duties employment claims include the same records as those in medical claims, as well as those stated in §230.36, Wis. Stats., (hazardous
employment) documentation (e.g. hazardous duties
related positions).
Typical records may include, but are not limited to:
accident reports, medical reports, employee exposure records, certifications, payment information, medical invoices, investigation materials, subrogation files, workers compensation
claims fact sheet, medical information authorization, labor market availability restriction statement, vocational rehabilitation information, related
correspondence and other related forms.
This information is also entered into the Department
of Administration’s Risk Management Information
System (RMIS). This system is managed by DOA’s
Bureau of State Risk Management. The information entered in the system originates from the official paper files related to medical claims (no lost time),
lost time claims, and hazardous employment claims
and includes: claim number, name, address, social
security number, date of birth, type of claim, agency
identification code, location of claim, cause of claim,
result of injury, payment histories, etc. All agencies
and UW-System have access to this database. This record series covers the electronic data in the RMIS and the paper files kept at the agencies and the UW-System.
Records covered by Wis.Stat. 102.33 EVT + 30 Years
EVT= Date Claim is
DOA Risk Management RISK0011 State Government
and Other Related Records Records include Workers Compensation program guidelines, procedures, policies and other related
records for managing workers compensation claims
per Chapter 102 Wis. Stats. EVT + 7 Years
DOA Risk Management RISK0015 Property and Liability General Correspondence General correspondence relating to ongoing
administration/management of state self-funded property and liability programs is generated under
§16.865, §20.865 (f) (fm) (dm) Wis. Stats.
Records may include letters and memos relating to all aspects of state risk management property and
liability programs. Examples include Van Driver Training records and applications; Driver Abstract reviews and findings shared with agency staff.
NOTE: Files contained in this records series represent materials that are NOT contained in the Property and/or Liability Claim Files RDAs: RISK0026 & RISK0036 EVT + 5 Years
EVT= Closure of Specific Issue Addressed by the
DOA Risk Management RISK0016 State Government
Records Records include property and liability program guidelines, procedures, policies and other related
records for managing property and liability claims per §16.865, 20.865, 896.82 and 895.46 Wis. Stats.
Examples: delegations agreements, Property and Liability Manual. EVT + 7 Years
DOA Risk Management RISK0017 Statewide Premium
Process & Documentation Annually, the Bureau of State Risk Management
under authority of §16.865, and §20.865 (1) (f) Wis. Stats., develops fiscal year premium documents
which support the State Risk Management Program. This process reviews both the exposure and the
experience of state agencies and incorporates this
information into the development of state agency premiums. The premiums generated pay liability, worker’s compensation and property claims and
maintain the administrative functions of the
program. This record series may include documents comprised
of building values and content inventories. It also
includes RMIS reports generated to support the agency’s related experience over time, written
documentation explaining the purpose and process
of the premium function. Official copy is at DOA. All state agencies maintain background information.
Wisbuild inventory reports, RMIS reports, agency summary documents.
NOTE: Museums records risk insurance is covered under this RDA. Works of art valuations and inventory lists are kept by the agencies that have these records. EVT + 20 Years
EVT= Date of Document Creation
DOA Risk Management RISK0025 Property Insurance
Policies (General & Excess) Pursuant to §16.865(5) Wis. Stats., the Department
of Administration Bureau of State Risk Management
(BSRM) is responsible to arrange appropriate
insurance contracts for the transfer of risk of loss on
the part of the state or its employees to the extent
such loss cannot reasonably be assumed by individual
agencies or self-funded programs. Agencies that
receive authorization from BSRM may secure
coverage for specific business purposes on their own.
This file may include the original copy of the policy,
endorsements to the policy, list of carriers, coverage
limits and premiums.
NOTE; Official record is kept at the originating agency. EVT + 30 Years
EVT= Policy Effective
DOA Risk Management RISK0026 Property Claim Files §16.865 Wis. Stats., mandates responsibility for
statewide risk management coordination including
managing the statewide self-funded property
Claim files may include accident/property loss
reports, investigative reports, evidential documents
such as photographs, payment vouchers and any
related correspondence. These records represent
the official property claim files. EVT + 5 Years
EVT= Date Claim is Closed
DOA Risk Management RISK0028 Property Incident
and Denial Reports
– No Claim Filed Incident and denial files may include accident reports, damage reports, repair orders, estimates,
adjuster claim reports and other investigative
materials. No claim was generated and no payment was made. EVT + 5 Years
DOA Risk Management RISK0035 Liability Insurance
Policies (General,
and Excess) Pursuant to §16.865(5) Wis. Stats., the Department
of Administration Bureau of State Risk Management (BSRM) is responsible to arrange appropriate
the part of the state or its employees to the extent such loss cannot reasonably be assumed by individual agencies or self-funded programs. Agencies that receive authorization from BSRM may secure
coverage for specific business purposes on their own. This file may include the original copy of the policy, endorsements to the policy, list of carriers, coverage
Note: copies may be kept at the agency or at DOA BSRM. EVT + 75 Years
DOA Risk Management RISK0036 Liability Claim Files §16.865 Wis. Stats., mandates responsibility for
statewide risk management coordination including managing the statewide self-funded liability program. Claim files may include normal liability claims and
claims involving a minor or a structured settlement.
In cases where a minor is involved, records must be
retained for 11 years after the minor reaches age 18.
For structured settlements, records must be kept for
11 years after the structure is paid off.
Documents include accident reports, damage reports, repair orders, estimates, adjuster claim reports and release of all claims. Payment letters and
photocopies of checks are also included.
These records are covered under Wis Stat 146.8 and Wis Stat 51.30 EVT + 1 Years
EVT= Date Claim is Closed (For Normal Liability Claims)
Date Minor Turns 18
(Claims Involving a Minor)
Date Structured Settlement is Paid Off (Structured Settlement Claims)
DOA Risk Management RISK0038 Liability Incident
No Claim Filed Incident and denial files may include accident reports, damage reports, repair orders, estimates, adjuster claim reports and other investigative
materials. No claim was generated and no payment was made.
NOTE: There is a potential that a claim may be filed many years later. EVT + 11 Years
EVT= Date of Incident
Environmental Health and Safety EHS0001 Safety Data Sheets (SDS) These records are kept in accordance with OSHA requirements to maintain Safety Data Sheets which are provided by manufacturers and importers of hazardous chemicals. EVT+ 30 years
EVT= Date upon which the employer last received the toxic substance in the workplace.
29 CFR§ 1910.1200
Wis. Stat.§
Copies: Destroy
needed, but do not keep longer than the original.
Environmental Health and Safety EHS0002 Toxic Substance/ Hazardous Material Information List This records series consist of surveys provided to employee or former employee with information regarding what chemicals they worked with in the past. This allows an employee and medical practitioner to assess the impact of chemical exposure in the past on an employee's current health. Includes the Right to Know Survey. EVT+ 30 years
Environmental Health and Safety EHS0003 EHS - Internal Workplace Safety Inspections Includes safety inspections, audits, surveys or reviews of the workplace initiated or contracted by UW-Madison. EVT+ 7 years
EVT= Date of Report
Environmental Health and Safety EHS0004 EHS - Compliance Workplace Safety Inspections Safety inspections, audits, department orders and surveys or reviews of the workplace performed by an outside compliance agency such as OSHA or the Department of Safety and Professional Services.
Includes citations and notifications of penalties, results of investigations, Modification Abatement Plan requests, and final Abatement Plan documentation. EVT+ 7 years
EVT= Date of Resolution or Compliance Plan
Environmental Health and Safety EHS0005 industrial and Chemical Hygiene Plans and Supporting Documents and Reports Includes control measures that protect employees from chemical, physical and/or biological stressors, such as noise, chemical exposures, excessive temperatures, dusts, mists, and vapors, and air quality evaluations/ results. EVT+ 30 years
Environmental Health and Safety EHS0006 EHS - General Safety Reports, Issues, Complaints and inquiries Received/Generated by Safety Staff Included in the file are responses to all inquiries and noted follow-up steps, if any, to correct any noted deficiencies.
Also includes periodic reports concerning agency safety activities, including minutes of monthly safety meetings. May include Safety Committee inquiries. EVT+ 3 years
EVT= Date of Resolution
Environmental Health and Safety EHS0007 EHS - Air Compliance Records Records documenting compliance with air permits and area source regulations. May include permit documents, measurements and performance tests, monitoring data, calibration checks, emission test results, and supporting documents and data and other documents relating to air programs. EVT+ 7 years
EVT= Date Document is Superseded
Environmental Health and Safety EHS0008 EHS - Hazardous Waste Manifests with related Transportation and Disposal Records Records series includes documents related to potential liability associated with sending waste for disposal.
Includes uniform hazardous waste and non-hazardous special waste manifests, land disposal restriction forms, medical waste manifests, non-hazardous manifests, non-hazardous bills-of-lading, and certificate of receipt/ destruction, waste site audits Biennial Report and Exception Report and other related records supporting potential site liability issues for disposal sites. EVT+ 3 years
EVT= Date receipt of a signed copy from the designated facility which received the waste. This signed copy must be retained for at least three years from the date the waste was accepted by the initial transporter.
40 CFR § 262.40
40 CFR § 262.57
Environmental Health and Safety EHS0009 EHS - Hazardous Materials Shipping Papers Records documenting compliance with shipping papers used to offer hazardous material other than waste in accordance with 49 CFR§ l72.201(e) (USDOT).
Retention and Recordkeeping. Each person who provides a shipping paper must retain a copy of the shipping paper required by y 49 CFR§ 172.200(a), or an electronic image thereof, that is accessible at or through its principal place of business and must make the shipping paper available, upon request, to an authorized official of a Federal, State, or local government agency at reasonable times and locations.
49CFR§ 172.202 EVT+ 3 years
EVT= Date that material was Accepted by the Carrier
Environmental Health and Safety EHS0010 EHS - PCB (Polychlorinated Biphenyl) Records Includes PCB annual logs, PCB concentration logs, annual records, on-site storage locations, inventory lists, test reports, analytical reports, one year exception reports, spill cleanup records, equipment inspection logs and other similar records. EVT+ 7 years
Environmental Health and Safety EHS0011 EHS - Hazardous Materials Regulations Training Records Records documenting compliance with training of hazmat employees in accordance with 49CFR§ 172.704(4) (d) (USDOT). The training records must include the employee's name, the most recent training completion date of the employee's training, a description, copy, or the location of the training materials used to meet the requirements, the name and address of the person providing the training and certification that the hazmat employee has been trained and tested as required. EVT+ 90 days
EVT= Date of Employee Termination
Environmental Health and Safety EHS0012 EHS - Radioactive Materials/Radiation - Academic and Research This record series includes bust is not limited to: Documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record. Other records included are audits/reviews, area/package surveys, tests on entry control devices for high radiation areas, Leak Test, Portable Gauge. Records of Tests for leakage or contamination of sealed sources. Also documents requests from Principle Investigators for use of radioactive materials. EVT+ 3 years
Environmental Health and Safety EHS0013 EHS - Radioactive Materials/Radiation - Records of Test for Leakage or Contamination Includes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record.
Records of Tests for leakage or contamination of sealed sources. EVT+ 5 years
Environmental Health and Safety EHS0014 EHS - Radioactive Materials/Radiation - Medical Use Includes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record.
-Results of surveys and calibrations, written directives, dosages of unsealed radioactive material for medical use, leak tests and inventory, release of individuals containing unsealed radioactive material or implants containing radioactive material. EVT+ 3 years
Environmental Health and Safety EHS0015 EHS - Radioactive Materials/Radiation - Radiation Protection Program Changes Includes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record.
Authority and responsibilities of radiation protection program, radiation protection program changes and process for disposing of radioactive waste. EVT+ 5 years
EVT= Date of Creation of the Document
Environmental Health and Safety EHS0016 EHS - Radioactive Materials/Radiation - Radiation Training Includes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record.
-Individual's trainings, tests and safety reviews EVT+ 3 years
Environmental Health and Safety EHS0017 EHS - Radioactive Materials/Radiation - Radiation Review or Approval Changes Includes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record of any review or approval of changes in current procedures. EVT+ 3 years
EVT= Date of Change
Environmental Health and Safety EHS0018 EHS - Radioactive Materials/Radiation - Radiation Survey and Tests Inspections Includes documents and related records that support radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record. Records of surveys, leak tests and contamination checks, inspections, including documents that meter readings of radioactivity form sampling and wipe samples in research labs. EVT+ 3 years
Environmental Health and Safety EHS0019 EHS - Radioactive Materials/Radiation - Radiation - Malfunction Reports for items of Increased Control Includes documents and related records that supports radioactive materials and/or radiation management program that may be disposed prior to the termination of the license or program requiring the record of major malfunction EVT+ 3 years
EVT= Date of the Repair Completion
Environmental Health and Safety EHS0020 EHS - Radioactive Materials/Radiation - Device Receipt and Disposition Records for Items of Increased Control Licensee or registrant's records showing the receipt, transfer and disposal of all sources of radiation per DHS 157.06(1)
DHS 157.06(1) Records - A licensee or registrant shall maintain records showing the receipt, transfer and disposal of all sources of radiation until the department terminates the license or registation authorizing possession of the device or material, and for 3 years following transfer or disposal of the device or material. EVT+ 3 years
EVT= Date of Termination of the License/ Registration Authorizing Possession of the Materials or Radiation Device
Environmental Health and Safety EHS0021 EHS - Dosimetry Records This series consist of the radiation dosimeter request card and the reports of dosimeter readings. EVT+ 0
EVT= Date of Termination of the License/ Registration
Environmental Health and Safety EHS0022 EHS - Clean Water Act Compliance Records Records documenting compliance with Clean Water Act and other water regulations.
Includes records related to Spill Prevention Control and Countermeasure (SPCC), Wisconsin Pollution Discharge Elimination System (WPDES), storm water management and other records relating to environmental compliance with water regulations. EVT+ 7 years
EVT= Date Document was Superseded
Environmental Health and Safety EHS0023 EHS - Asbestos and Hazardous Materials and Environmental Remediation Case File Asbestos abatement and hazardous material and environmental remediation at UW-Madison EVT+ 5 years
Environmental Health and Safety EHS0024 EHS - Health, Safety, or Fire Code Compliance Record Including Variances Documents fire safety inspections, complaints, violation correction plans, fire drill records and reports that document compliance with applicable fire prevention and building codes. EVT+ 7 years
EVT= Date Document was Superseded.
Environmental Health and Safety EHS0025 EHS - Biological Safety Documents Protocol Registation Records Documents associated with Biological Research process for registration of protocols. There may be dependency on Institution of Animal Care and Use Committee (IACUC) protocol depending on the Biosafety Protocol. CR+ 6 years
CR= Date of Creation
Facility Planning Administration FPM0068 Payroll Adjustments - (Bus Passes,
Permits, Citation payments) Adjustment forms when there is a refund or additional deduction to payroll EVT+ 5 years
EVT= Customer
File Terminated
needed, but do not
keep longer than
Fleet and Aircraft FLEET017 Fleet Manager
Vehicle Usage Reports required semi-annually by Wis. Stat.
16.04 (3) on state agency vehicle usage. EVT + 4 Years
UW-Madison Emergency Management GRSEMR01 University Department/Unit Plans This series consists of records generated through the state required continuation of Operations emergency planning process. Documents in this series include, but are not limited to emergency protocol, communicationplans, staff manuals, location of vital records and training guides and exercises. Until Superseded by Revised Plan
Copies: Destroy when no longer need, but not longer than the originals.
UW-Madison Emergency Management GRSEMR02 University Testing Training, and Exercise Records This records series consists of documents, handouts, presentations, and sign in sheets used during emergency preparedness presentations and training to campus community members. A majority of the information presented is from either FEMA or DHS EVT + 3 Years
EVENT= Creation of Materials
UW-Madison Emergency Management GRSEMR03 UWPD Plans This record series consists of UWPD's Occupant Emergency and Continuity of Operations Plan and the associated appendixes. Until Superseded by Revised Plan
UW-Madison Emergency Management GRSEMR04 UWPD Planning Documents This records series consists of documents produced by the Operations, Logistics, Planning, Information Management, and Finance/ Administration EOC Groups in their pre-event planning. Documents also include various EOC checklists, inventory forms, and other documents related to planning and maintaining the functionality of the EOC's. CR + 3 Years
CR= Craetion Date of Documents
UW-Madison Emergency Management GRSEMR05 URP, EOC, and COOP Activations This records series consists of URP/EOC and COOP documents and records generated during an activation of the URP and/or EOC or COOP. The documents and records to be retained vary, but may include the activation call up sheet, status reports, and Incident Action Plans and other documents produced by the Operations, Logistics, Planning, Information Management, Finance/ Administration, Executive Group, and EOC Manager/Assistant Manager EOC Groups. Documents also include various EOC checklists, inventory forms, and other documents related to planning and maintaining the functionality of the EOCs. Events that may activate the URP and/or EOC may include, but are not limited to, snow storms, protests, and other events that require beyond normal management from UW-Madison Police. COOP Events that may activate the COOP include a fire, a disease outbreak, a power outage, computer server crash, or other emergency that decreases the functionality of the Department. These records DO NOT include personal notes or drafts of documents. CR + 25 Years
CR=Creation Date of Event
UW-Madison Emergency Management GRSEMR06 URP, EOC, and COOP Training This records series consists of documents created during trainings related to the UPR or the EOCs, examples include PowerPoing presentations, sign-in sheets and various handouts. This records series also consists of UWPD's OEP training. Examole documents include PowerPoint presentations, handouts, and sign-in sheets. This records series also consists of UWPD's COOP training. Example documents include PowerPoint presentations, handouts, and sign-in sheets. EVT + 3 Years
EVENT=Creation of Material
Transfer to UW-Archives for review per policy
UW-Madison Emergency Management GRSEMR07 URP, EOC, and COOP Exercises This records series also consists of documents created during the development and execution of URP, UWPD, COOP, and UWPD's OEP exercises/ These exercises may be a drill, tabletop, functional, or full-scale. Example documents include exercise timelines, message injects, and meeting sign-in sheets. CR + 3 Years
CR=Creation Date of Documents
UW-Madison Emergency Management GRSEMR08 URP, EOC, and COOP After Action Reports This records series consists of After Action Reports created following an EOC or URP activation, UWPC COOP or exercise. CR + 5 Years
EVENT= Plan is Completed or Superseded
Transfer to UW-Archives for review
UW-Madison Emergency Management GRSEMR09 UW-Madison Police Department First Responders Membership Applications This records series consists of the applications individuals submit to UWPD for membership with the UW-Madison Police Department First Responders. These records contain personal information CR + 3 Years
CR= Creation Date of Documents
UW-Madison Emergency Management GRSEMR10 UW-Madison Police Department First Responders Member Training Records This records series consists of the trainin records of the UWPD First Responders members. Examples include EMS training needed for membbership with the group. CR + 3 Years
UW-Madison Emergency Management GRSEMR11 UW-Madison Police Department First Responders Member Rosters This records series consists of the individuals that comprise the membership of the UWPD First Responders. Document examples include spreadsheets, photographs, and other related items. These documents may contain personal information. CR + 3 Years
EVENT= Creation Date of Documents
UW-Madison Emergency Management GRSEMR12 UW-Madison Police Department First Responders Contact Reports This records series consists of the contact reports generated whenever a UWPD First Responder makes contact with an individual in need of medical assistance. These contact reports contain personal information. CR + 10 Years
UW-Madison Emergency Management GRSEMR13 UW-Madison Police Department Testing, Training, and Exercise Records for Non-UWPD Personnel This records series consists of documents, handouts, presentations, and sign-in sheets used during CPR, AED, and First Aid Training that is conducted by UW-Madison Police Department's Emergency Management Unit personnel. These records may contain personal information. EVT + 3 Years
UW-Madison Emergency Management GRSEMR14 UW-Madison Police Department Testing, Training, and Exercise Records This records series consists of a record that identifies the successful or failed completion of annual tests of Department personnel's protective "gas" masks. These records may include personal medical information. EVT + 3 Years
EVENT= Date of Completion of Testing
UW-Madison Emergency Management GRSEMR15 UW-Madison Police Department Testing, Training and Exercise Records This records series consists of documents that report the available stock of Personal Protective Equipment, the type and age of the PPE, the frequency of use, and the Department personnel assigned equipment. EVT + 3 Days
EVENT= Superseded by Updated Information
UW-Madison Facility Planning Administration FPM0001 Strategic/Business/Operational
Plans related to Facilities
Consultant or UWMadison
related to UW Facilities. EVT + 6 years
EVT = Plan
UW-Madison Facility Planning Administration FPM0002 Critical Incident Management Plan
and Related Documents Critical incident
management plans, local
site security plans,
plan or business
resumption plan or
similar documents Superseded + 1
keep longer than the original.
UW-Madison Facility Planning Administration FPM0003 Meeting Minutes - Shared
Governance Committees staffed by
FP&M (Ch. 6 Faculty Policies) and
Design Review Board minutes Committee meeting
minutes: Campus
(CPC), Campus
Committee (CTC), Space
and Remodeling Policies
Committee (SRPC),
Lakeshore Nature
Preserve Committee,
Minutes of the Design
Review Board. Includes
design concepts from
A/E firms, record of
discussion. CR + 15 years
CR= Date created
UW-Madison Facility Planning Administration FPM0004 UW-Madison Campus Master Plans Long range planning
documents for UWMadison
Campus EVT + 5 years
EVENT= Retain
current plan for the
Structure(until
razed for facility
UW-Madison Facility Planning Administration FPM0005 UW-Madison
School/College/Division Master
Plans Long range planning
documents for individual
Departments on UWMadison
Campus. EVT + 5 years
UW-Madison Facility Planning Administration FPM0006 UW-Madison Six Year Master Plan -
Copy Records included are
Official and amended
plans for UW-Madison
EVENT= Current
plan is retained for
Structure (until
Transfer to UW-Madison Archives
UW-Madison Facility Planning Administration FPM0007 Cultural Resource ReviewArchaeological
& Historic site case
file. This series is used if a known
archaeological site is present or if an
archaeological survey has been
conducted to check for
archaeological remains. Records in this series
reports, Information on
documented historic
structures. EVT + 10 years
EVENT= After the
property or site is
UW-Madison Facility Planning Administration FPM0008 Building Permits and Approvals -
Copy This series contains
approvals including
zoning approvals as well
The record copy of the
are held by the granting
authority. The EIA/EIS
Approvals Zoning,
Federal and City)
• EIA/EIS EVT + 10 years
EVENT= Substantial
the EIA/EIS and a
copy to FP&M
UW-Madison Facility Planning Administration FPM0009 American with Disabilities Act
Facility Review (ADA) Records Records of inspections,
reports regarding ADA
Facilities and Structures. EVT + 5 years
(until razed for
facility sold)
UW-Madison Facility Planning Administration FPM0010 Percent for Art Percent for Art records:
Studies, Meetings,
Final Selection Slides and
This process is managed
by the State Arts Board
with review artist
submissions and either
commission’s artwork or
purchases art for the
Percent Art Program
Project. One quarter of
one percent (0.25%) of a
project budget that is
required for the State of
Percent Art Program.
requirement are utility
projects and parking
ramps. EVT + 10 years
UW-Madison Facility Planning Administration FPM0011 Environmental Assessment and Impact statements. Official Copies of
assessments, impact
statements and related
This record series may
Assessment reports and
statements (draft &
public, DNR and others
and supporting doc. (Air
discharge permits, air
quality reports, storm
water permits, waste
water discharge permits,
reports of violation and
Kept in compliance with
the Wisc. Environmental
Policy Act of 1972 EVT + 6 years
UW-Madison Facility Planning Administration FPM0012 UW Campus Capitol Budget Request
- Copies Capitol Budget Requests
records EVT + 6 years
UW-Madison Facility Planning Administration FPM0013 Pre-Enumeration and Approvals This series contains
traffic patterns, service
requirements and zoning
issues. Existing
(e.g. archeological) , if so,
included in this series. EVT + 10 years
Studies/Existing
condition records,
Plot plans and
UW-Madison Facility Planning Administration FPM0014 A/E Request Process This series contains
documents including the
schools/colleges to
document physical
analysis, the Issue
developed into Project
(PRD) which are
reviewed by the Campus
projects are prioritized
and advanced for
capital budget. A/E
(submittals) detail the
firms competing for the
The A/E contract/Notice
to Proceed file Identifies
firm, indicates the
date work may begin on the project.
User Requirements /
Issue statements/PRDs
A/E Contract/Notice to
Proceed. EVT + 10 years
Destroy Confidential:
Contract/Notice
UW-Madison Facility Planning Administration FPM0015 Programing /Concept - 10% records An architect or
engineering firm is
work associated with
each building project.
Programing/Concept -
10% includes the
and Space Summaries,
(Project Related),
Reports/Program,
Sketches, Drawings,
Layout, 10% Review
Comments EVT + 10 years
Reports / Program
Drawings, Layout
UW-Madison Facility Planning Administration FPM0016 Design Development Report - 35%
records. Construction Documents This series initiates the
includes further
development of the design. The Design
design concept respond
to the programmatic
requirement, details
design goals and
assumptions for the
project and summarized
(exterior building
envelope, interior
construction, structural,
electrical systems.)
Preliminary small scale
the building may also be
included. The agency
request is a document
of Regents and State
Building Commission to
35% includes the
Design Reports which
includes latest indicated
Cost (LIC)=/budget
Correspondence, Sketches, Drawings,
Layout, 35% Review
Comments, Value
Engineering, Agency
Request EVT + 10 years
latest indicated Cost (LIC) .=/
UW-Madison Facility Planning Administration FPM0017 Bidding Records This series contains
bidding processes in
documents are given to
contractors for bidding.
indicated all contractors
and the submitted bids.
An agency request is
generated if additional
funds are required to
This record series
Bid Tabulation,
Bid Addendum,
Agency request. EVT + 10 years
Confidential: Bid
UW-Madison Facility Planning Administration FPM0018 Construction Project File All documents related to
Proposed and approved
amendments to all
contracts. It also contains information on the
Bidding Phase plans and
specifications. Details on
materials used on each
status reports by UW
staff who supervise
construction. Concerns
of future tenants of the
facility and other related
Contracts/Notice to
Proceed, DSF Budget
Letters/Cost Estimates,
Safety File, Invoices/pay
requests WisBuild
Tracking, Construction
Schedule, Field Reports
Sketches/Method
Statements, Samples
and Approvals of
Equipment, Punch List,
Commissioning. Retention:
Disposition: Transfer to
Contracts/notice
DSF Budget
Letter/Cost
phase schedule,
Field reports &
Safety file,
Invoices/pay
UW-Madison Facility Planning Administration FPM0019 As-Built Plans and Original Building
Drawings for completed
Construction Projects Sustainability (LEED)
Concept/Design, LEED Tracking Worksheets,
Submittals Retention:
Concept/Design records
UW-Madison Facility Planning Administration FPM0020 As-Built Plans and Original Building
Construction Projects Final as-built plans and
drawings for UWMadison-owned
Section and details as
well as all plans and
details required for the
(structural, mechanical,
electrical, plumbing).
detail the standards for
finishes included in the
project. EVT + 10 years
Disposition: Transfer to Physical plant
UW-Madison Facility Planning Administration FPM0021 Equipment - Moveable and Fixed This series contains
authorizations for the
building moveable
Custodial equipment,
This records series also
Requisitions Internal,
Requisitions External,
Latest indicated Cost
(LIC) / Budget worksheet.
The series also contains
Fixed Equipment that
cannot be moved such as
biosafety cabinets, fume
hoods, and lockers.
Way Finding Signage,
Specialty equipment. EVT + 10 years
UW-Madison Facility Planning Administration FPM0022 Occupancy & Closeout This series documents
the transfer of building
manuals and drawings to
the Physical plant. The
actual Operation and
manuals are transmitted
to the Physical Plant
upon receipt from the
contractor. The Letter of
/Acceptance is copied to
Physical Plan upon
receipt. A copy is filed
with the project files.
The Post Occupancy
Evaluation is a survey
from completed by the
following occupancy.
Letter of substantial
completion and post
occupancy evaluation. Disposition:
Letter/Acceptance
O& M and Record
Transmittals and
UW-Madison Facility Planning Administration FPM0040 Security and Access Control This series contains
security and access to buildings. EVT+ 10 years
UW-Madison Facility Planning Administration FPM0041 Application and Permit for Use of Facilities This Series includes
use of facilities or
grounds for special
events EVT+ 3 years
EVT= Completion
of report or
UW-Madison Facility Planning Administration FPM0042 Facility Maintenance Work Orders
and Logs Includes series includes
from physical plant shops EVT+ 3 years
UW-Madison Facility Planning Administration FPM0043 Physical Plan Utility Project Files This Series documents
extend services (chilled
water, steam, electrical,
sewer) services to
University buildings or
involve the addition or
University power plants. EVT+ 5 years
EVT= Retain
UW-Madison Facility Planning Administration FPM0044 Building Maintenance/Management
- Custodial Records Documents the
supervision of custodial
activities including but
assignment, work
checklists, inspection
records, reports and
except fiscal and payroll. Retention:
UW-Madison Facility Planning Administration FPM0045 Building Maintenance/Management
- Grounds keeping Records Snow management
records, sand and salt
usage, amount of
summary of snow events Retention:
CR+ 30 years
UW-Madison Facility Planning Administration FPM0046 Building Maintenance/Management
- Salt/ Sand Inventory Inventory of sand/salt
amount stored on site CR+ 5 years
UW-Madison Facility Planning Administration FPM0047 Building Maintenance/Management
- Weigh Slip Records Documents the weight
slips for deliveries to
landfills. EVT+ 5 years
EVT= Closure of
UW-Madison Facility Planning Administration FPM0048 Building Maintenance/Management
- Waste and Recycling Records Documents the recycling
paper weight receipts CR + 1 years
UW-Madison Facility Planning Administration FPM0049 Building Maintenance/Management
- Waste and Recycling Records Documents the weight
records for disposal of
Sharps CR + 7 years
UW-Madison Facility Planning Administration FPM0050 Building Maintenance/Management
- Campus Services Documents the delivery
of tradespeople to work
sites, records the rental
of tables and chairs for events CR + 1 years
UW-Madison Facility Planning Administration FPM0051 Building Maintenance/Equipment
Repair and Service Records Documents the
history of both building
installed equipment and
used to maintain facility. EVT + 1 years
EVT= Life of the
UW-Madison Facility Planning Administration FPM0052 Building Maintenance/ Warranty
Records Documents the
manufacturer's/vendors
warranty to replace and
or/repair defective
materials or equipment EVT + 1 years
EVT= Warranty
UW-Madison Facility Planning Administration FPM0053 Equipment Maintenance -
Maintenance Report Documents the status of equipment in use. CR + 1 years
UW-Madison Facility Planning Administration FPM0054 Equipment Maintenance - Technical
Reference and Maintenance
Publications Collection of technical
to maintain, supply and
Includes Operations &
manuals associated with
capital building projects. EVT
Asset or Equipment
UW-Madison Facility Planning Administration FPM0055 Physical Plant Monitoring and
Inspection Records Records documenting
the operation of all
facets of facilities - HVAC,
plumbing, mechanical,
electrical, structural and
special monitoring of
building components. CR+ 6 years
keep longer than the original
UW-Madison Facility Planning Administration FPM0056 Facility Related Check In/Out
Records Documentation of sign-in
and sign-out of UW-Madison
equipment CR+ 3 months
UW-Madison Facility Planning Administration FPM0057 Fuel Use/Power Created and related
records Data and records related
to reports on coal,
fuels used. Output
reports on steam, chilled
produced. CR+ 6 Years
UW-Madison Facility Planning Administration FPM0058 Chemical Application Records -
Pesticide/herbicide Use Records that document
chemicals (pesticides and
herbicides) with
such as Lawn Fertilizer EVT+ 3 Years
EVT= Date of the
UW-Madison Facility Planning Administration FPM0059 Construction Project Documents Includes construction
for remodeling and
renovation work as well
as construction projects
not developed as part of
process. Documents
related to project scope,
budget and schedule are
Shop Drawings &
Sketches/method Statement and the
to the physical plan
which were transferred
upon Substantial
Completion. EVT+ 5 Years
current plan for
when no longer needed, but do not
Disposition: Transfer to UW Archives
UW-Madison Facility Planning Administration FPM0060 Space Allocation and Project
Planning records Space Allocation plans
may include but not
limited to final requests,
working papers such as
budgets, project plans,
space estimates,
specification, project
quotes, floor layouts and
documentation EVT+ 10 Years
EVT= Space
Vacated or
UW-Madison Facility Planning Administration FPM0061 Acquisition or Sale of UW-Madison
Facilities and or Land. Records in included in this series are appraisals and valuation for UW-Madison facilities and or Land. EVT
EVT= UW-Madison
plans or sells either
facilities and or
UW-Madison Facility Planning Administration FPM0062 Receipt by Gift of Facilities and or
Land to UW-Madison (case file) Land or buildings are
being gifted to UW-Madison EVT
UW-Madison Facility Planning Administration FPM0063 Copy - Land Titles, Conveyances and
Easements - Documentation for UW-Madison
owned lands –
copy EVT
UW-Madison Facility Planning Administration FPM0064 Land Lease/Contract Leases of Land (Regent
Leases)/legal contract EVT+ 6 years
EVT= End of Lease
UW-Madison Facility Planning Administration FPM0065 Parking Permit Assignments/ Bus
Passes Documentation
assignment of parking spaces and Bus Passes. (Includes Customer ID #, Customer Name, License
Plate #, Permit # and
Citation #) EVT+ 5 years
UW-Madison Facility Planning Administration FPM0066 Parking Permit Renewal Forms Automatic payment from payroll system. (Includes auto-deduction agreement and
application- data entered into parking computer application) EVT+ 5 years
UW-Madison Facility Planning Administration FPM0067 Applications:
a. Parking Permits - "Wait List"
b. Parking Permits Application &
Receipts Documentation of
waitlist for assigned
applications and receipts. EVT+ 2 years
EVT= Permit Year
(Permit Year =
Sept - Aug)
UW-Madison Facility Planning Administration FPM0069 Parking Citations and related
records Parking Citations issued
and related records CR + 2 Years
UW-Madison Facility Planning Administration FPM0070 Impound Records/ Tow Receipts Tow company receipts
and prior damage forms CR + 5 years
UW-Madison Facility Planning Administration FPM0071 Incident Reports Property damage,
injuries, lost property,
irate customer etc. CR + 5 years
UW-Madison Facility Planning Administration FPM0072 Parking Permit/Citation Bond
Deposits FLEX payments within software application and
paper invoice payment coupon CR + 1 years
UW-Madison Facility Planning Administration FPM0073 Parking Permits- Lost or Stolen
Reports Reports on permits that
are declared lost or
stolen by a customer. CR + 1 years
UW-Madison Facility Planning Administration FPM0074 Service Requests : Field
Maintenance Operations - Work
Orders Requests to perform
maintenance work or
new installations on
campus parking areas. EVT
UW-Madison Facility Planning Administration FPM0075 Gate Access Control System Requests to perform
campus parking areas. CR + 5 years
UW-Madison Facility Planning Administration FPM0076 Validated or Paid Parking Tickets Machined issued tickets showing parking time
duration Validation of Tickets are source
monthly bill to
departments. Paid on exit or validate before leaving. CR + 6 Months
UW-Madison Facility Planning Administration FPM0077 Unused Parking Hang Tags or
Permits This record series
consists of unused parking hang
tags/permits which were never used. Unused parking hangtags or permits are kept to document that all that were produced are accounted for in the audit process. FY + 3 Years
need, but not
UW-Madison University Police and Related UWPD018 Access Card Information This series contains employee and / or student identification information including building/area access privileges stored for the purposed of granting secured specific buildings or areas of the University.
(**NOTE: What was actually accessed is held by AIMS - 6 months live on system and 3 years total in back up archive.) Retention:
EVENT=Separation from the University
UW-Madison University Police and Related UWPD019 Infrastructure Security Reports This series contains
records created relating
to the physical security
buildings and areas of the
University. These may
include crime prevention
surveys, scope reports
and other related reports. Retention:
CR+3 years
UW-Madison University Police and Related Records UWPD001 Police Case Files -Homicide and Unsolved Missing Person Cases This record series consists
of case files of homicides
and unsolved missing
persons. This would
include evidentiary
fingerprints, mug shots,
telephone recordings, In-car
surveillance tapes. Retention:
UW-Madison University Police and Related Records UWPD002 Police Case Files-Felony, Misdemeanors This record series consists of case files of crimes such as theft, sexual assault, burglary, battery and other crimes. This would not include evidentiary records such as finger prints, mug shots, telephone recordings, video recordings" Retention:
CR+25 years
UW-Madison University Police and Related Records UWPD003 Fingerprints and Mug Shot Records This series includes those records that are not included or considered as evidentiary record. Retention:
UW-Madison University Police and Related Records UWPD004 Telephone Recordings and In-Car Video and UWPD Building System Video Recordings This series includes squad videos, and other videos records that are not included or considered as evidentiary record including Body Camera footage. Retention:
CR+180 Days
UW-Madison University Police and Related Records UWPD005 Campus Community Police Records This series include crime prevention and other campus community problem oriented police projects including the Bike Unit, Special Events, K-9 Unit, Mounted Unit, Route and Chazen Museum Security, Health Sciences security. Retention:
UW-Madison University Police and Related Records UWDP007 Incident and Accident Reporting and Safety Reports Offense/Incident Reports and Vehicle Accident Reports including the Campus Safety Reports. Retention:
CR-25 years
UW-Madison University Police and Related Records UWPD009 Surveillance Event Records This series includes photographs and video surveillance which are not part of In-Car or Building System Video Recordings.
These records are recorded during events by hand held cameras or during the arrest process and have a short term value. Retention:
CR+ 1 year
UW-Madison University Police and Related Records UWPD010 Police Communications - Dispatch Records This record series contains recordings of UWPD Radio Transmissions. Retention:
UW-Madison University Police and Related Records UWPD011 Dispatch Record Log Books Notes created by the Police Communications Operator which may be created for information received regarding incidents or activities which may contain the date and time received, nature of the information, general notes or actions taken. Retention:
UW-Madison University Police and Related Records UWPD012 Field Training Files Field training is a requirement of all new police officers, security officers and police communications operators and conducted during their probationary periods. If the field training is not successfully completed, the individual is terminated. UW Police policy states that successful candidates for staff positions on the UW Police force must meet the standards of the training program. As part of the initiation orientation, each new (Police Officer, Security Officer or Police Communications Operator) receives the training manual.
This records series documents the field training process.
Documentation includes some or all of the following: Hand written daily notes by officers describing duties, interactions the officer has during their shift; Daily Journals, Assessment of Training Evaluation Reporting, Successful candidates do not have their training files added to the personnel file. Retention:
EVENT=Date of Termination
UW-Madison University Police and Related Records UWPD013 UWPD Daily Schedules This service contains records for UWPD Daily Briefings for staff, daily roster schedules and assignments such as security or police officer beat assignments, application and signed waivers for non-UWPD persons to ride/walk/sit along with UWPD personnel as they perform their assigned duties. Retention:
CR+2 Years
UW-Madison University Police and Related Records UWPD014 UWPD CALEA Accreditation Records This series consists of records for CALEA Accreditation. Achieving accreditation represents the completion of an
agency-wide period of self-evaluation and a thorough review by a team of independent assessors. The certificate of accreditation is for 3 years and will be reviewed continuously to verify compliance with professional standards. Retention:
EVENT=Date of Accreditation
UW-Madison University Police and Related Records UWPD016 UWPD Significant Events This series includes records related to significant events in the history of UWPD and the UW-Madison Campus.
EX: Camp Randall crowd crush(1993). Retention:
CR=25 years
UW-Madison University Police and Related Records UWPD017 UWPD Key Logs This series contains information regarding who (both University and non-university personnel) have signed/out/in campus keys issued to UWPD including date and time. Retention:
UWSA Information Technology Records UWIT0001 IT Project Plans and Charters This record series includes records pertaining to development, redesign or modification of a computer system or application.
The follow are included, but is not limited:
Pre-proiect Plans: This series consists of pre-project proposals, cost benefit analysis, risk assessments, sign off and decision documents, and fit/gap analysis for project work, progress reports, plans and accomplishments.
Project Charters: (including scope, requirements, roles, timeline, budget, control strategies);
Project Plans: (including WBS, staffing, schedule, budget, communication plan, change management plan, change management risk plan, support transition plan). Retention:
EVT+5 years
EVENT=Project Completion or End Date
UWSA Information Technology Records UWIT0002 IT Project Status Reports, Workflow and Test Plans This records series consists of the project supplementary documentation including but not limited to:
Status Reports (Change logs, data cleanup procedures and stats, code migration procedures, transition to production tasks, authorization setup, process scheduling, post implementation review);
Workflow (workflow diagrams, data definitions, data conversion mappings, naming standards, architecture diagrams, and file designs);
Test Plans (including processing test results, accessibility compliance results, data conversion results. Retention:
UWSA Information Technology Records UWIT0003 Program Source Code This record series includes program source code including run or job controls. Retention:
EVENT=Code is Superseded or Replaced
UWSA Information Technology Records UWIT0004 Electronic Records Software and Documentation and System Maintenance This record series consists of proprietary and non-proprietary software as well as related documentation that provide information about the content, structure, and technical specifications of computer systems necessary for retrieving information retained in machine readable format. These records may be necessary for an audit process. Retention:
Retain as long as software-dependent records are retained.
Disposition: Delete
UWSA Information Technology Records UWIT0005 Audit Trails: Routine Administrative Information This record series consists of system-generated audit trails tracking events relating to records in information systems used for routine administrative activities. Audit trails link to specific records in a system and track such information as the user, date and time of event, and type of event (data added, modified, deleted, etc.). Retention:
EVENT=Date of Completion an /or Audit Report
UWSA Information Technology Records UWIT0006 Operating System and Hardware Migration Conversion Planning This series consists of planning documentation for migration of data from one system to another system done when systems are upgraded or a new system is implemented. This includes code migration procedures. Retention:
EVENT=Completion of Conversion
Disposition: Delete after data is transferred to new format
UWSA Information Technology Records UWIT0007 Telephone Voicemail System Detail This record series contains telephone system call detail includes; Call Date; Call Time; To Number; From Number and Call Duration. Retention:
CR+4 years
Disposition: Destory
UWSA Information Technology Records UWIT0008 IT Telecom Maintenance Work Order Files and Logs This series consists of telephone support, maintenance service orders, service change orders, service billing and inventory support records such as service prices and history, telephone inventory, facility location records, type of service and features. Retention:
EVENT=Date of Completion and Audit Report
UWSA Information Technology Records UWIT0009 Network Support Service History and Summary This record series consists of site visit report, trouble reports, service history, network upgrade documentation and other related correspondence. Retention:
UWSA Information Technology Records UWIT0010 Network Architecture & Configuration Documentation This records series consist of network architecture documentation, configuration management and circuit inventory system. Retention:
EVENT= Discontinuance of the System
UWSA Information Technology Records UWIT0011 Network or Circuit Installation, Outage Files This record series consist of work orders, correspondence, work schedules, building / circuit
diagrams including network outages and application outage. Retention:
UWSA Information Technology Records UWIT0012 Data Documentation / Metadata This record series comprises of data dictionary's, definitions, and data structures, file layout, code translations and associated reports. Retention:
UWSA Information Technology Records UWIT0013 Computer Security Incident & Investigation This series consists of incidents involving unauthorized attempted entry attempts, probes, and / or attacks on data processing systems, information technology systems, telecommunication networks, and electronic security systems including associated software and hardware. This would include official reports and other documentation if appropriate. Retention:
EVENT=Date that the Incident was Resolved
UWSA Information Technology Records UWIT0014 Assignment and Authorizations for Users This series consists of but not limited to:
• privileged user forms for managed servers and authorizations for privileged staff,
• Signed employee confidentiality agreements and user access and request and authorizations. Retention:
EVENT=Departure of Employee from Employment
UWSA Information Technology Records UWIT0015 Computer & Information Systems Logs This record series consists of firewall logs, system logs, network logs, or other logs used to maintain the integrity and security of the university's computer systems. Retention:
CR+30 days
UWSA Information Technology Records UWIT0016 Disaster Recovery Planning and Testing Records This series consists of Business Continuity Plans for recovery records created or received subsequent to implementing disaster recovery processes and recovering electronically - stored information which are not part of the routine business cycle for disaster recovery records. Retention:
UWSA Information Technology Records UWIT0017 IT Disaster Recovery Records This series includes the public records created during the disaster recovery process, which
include but are not limited to: indexes, inventory lists, computer logs, working papers, and correspondence. This series also includes computer tapes, or other media, which are held in reserve in the event that an information system fails to function and records need to be
recovered and restored. Most often, disaster recovery records are obsolete after two weeks, because they are superseded by newly-created records following routine business cycles.
Therefore, the records retention time period reflects the routine business cycle for this records series. UW institutions may extend this retention period using a separate written policy, but no UW institution shall adopt a shorter business cycle than two weeks. Retention:
EVT+14 Days
EVENT=Date of Disaster or Event
UWSA Police General Records Schedule UWPP200 Police Services Annual Report Annual report of the campus police services. Retention:
CR=Fiscal Year
UWSA Police General Records Schedule UWPP201 Police Chief Correspondence and Administrative Files Correspondence and files of the Chief of Police Services and other office files which may contain policy documents, letters, and administrative information of long-term value.
NOTE: Some institutions may consider some of all of the records have archival value; consult
your institutions archives Retention:
UWSA Police General Records Schedule UWPP202 Citations Citations are tickets written for ordinance and non-criminal traffic violations. Retention:
UWSA Police General Records Schedule UWPP210 Clery Act Report File This series consists of information complied for Clery Act for Higher Education (20 U.S.C.
1092(f)) reports. It includes a daily occurrence log that describes case #, date/time, case type, locations, address, status and occurrence and other documents used in preparation of the annual report. Official copy may be created and/or held at a higher administrative level. Retention:
Disposition: Destroy Daily Logs. Annual Reports should be transferred to UW-Madison Archives.