Finding and Reading General Records Schedules
Download as PPT, PDF1 like536 views
This document provides an overview of records management at the University of Wisconsin-Milwaukee. It discusses what constitutes a record, records retention schedules, the roles of official and unofficial copies, how schedules are developed, and resources for records management guidance. Key contacts and retention periods are listed for common record types like committee minutes, personnel files, and fiscal records.
![http://records.uwm.edu Includes links to everything listed in this presentation Explore all pages on sidebar for maximum informational intake “ Guidelines, Laws, and Policies” page Or, contact the Records Officer directly: [email_address] 414-229-6979](https://image.slidesharecdn.com/findingreadinggrs052108-090814134609-phpapp02/85/Finding-and-Reading-General-Records-Schedules-22-320.jpg)
Finding and Reading General Records Schedules
- 1. Brad Houston, University Records Officer May 21, 2008
- 2. Records : Recorded information, in any format, that allows an office to conduct business This includes emails and IMs! Also documents business processes Value of Record determined by content, not format! Ask: “Does this document help me perform my job description?”
- 3. Legal document, authorized by State Archivist of Wisconsin, prescribing records retention Also known as Records Retention and Disposition Authority (RRDA) Five main parts to know about: Record Series Title Records Description Retention Period Triggering Event Final Disposition
- 5. Records schedules that apply to records created by multiple offices Can be created at Division, Campus, UW-System, or State level Usually distinguish between official and unofficial copies Official copy: the copy that must be retained for audit/records request purposes Must be renewed every 10 years– RRDA Sunset Law
- 7. http://www.uwm.edu/Libraries/arch/recordsmgt/common.html Updated every 3 months; most current schedules available DO NOT use old “UWM Records Management” binder– it is 10 years out of date! Includes series title, brief description, RRDA authority, retention guideline Full RRDAs for all campus GRSs, including full description, available upon request
- 8. Committee minutes (official) (RRDA #120) Retain for three years, then send to Archives Search and Screen Files (official) (RRDA #293) Retain for three years, then destroy confidentially Student Records (Unofficial) (RRDA #119) Retain for 1 year after last attendance, then destroy confidentially Personnel Files (Unofficial) (RRDA #251) Retain for MAXIMUM of 1 year; destroy confidentially when no longer needed for reference
- 10. http://www.uwsa.edu/gc-off/records/schedules/ Produced by UW Records Officers Council Input solicited from interested parties PReps, UBRs, UITS staff, etc. Apply to ALL records-producing units in UW-System Currently Active: Fiscal/Accounting, Library Records Coming Soon: Personnel, Student Records, IT Records, Business Communication (incl. e-mail)
- 11. Explains scope of records schedules, definitions of terms Detailed descriptions of different records series, retention periods applicable for each The OFFICIAL copy of the Fiscal/Accounting GRS– when in doubt, refer to this one! Expires February 2017, per sunset rule
- 13. “ At-your-fingertips” reference copy of GRS Includes disposition instructions for official and unofficial copies Official Copy: copy of a record retained for audit Brief descriptions of included records series Record types with no individual disposition period assumed to reflect period of last major heading EVT=Start counting at end of use Exception: if other triggering event is mentioned FIS=Start counting at end of fiscal year
- 15. Recurring Audit records (FISC106) Retain for three years, then destroy Expenditures (FISC300), Receipts (FISC301) Retain official copy for six years, reference copies for one year, then destroy Gift and Grant Folders (FISC900, FISC901) Retain official copy for three years, reference copies for one year, then destroy Tenured Faculty Personnel File (UWPERS001) Retain for 30 years after termination, then transfer to Archives
- 17. http://www.doa.state.wi.us/docs_list.asp?doccatid=7 Created by Records Managers across the state, in consultation with stakeholders In theory, apply to ALL state agencies, including UWM In practice, UW-System has opted out of many of these Consult University Records Officer before using! Useful as examples of retention periods
- 18. Classified Staff personnel records fall under the State Personnel GRS! Includes P-File, supporting documentation listed in state schedule PERS124 (Official Personnel File) Retain eight years after termination and destroy PERS125 (Supervisor’s Copy of P-File) Destroy upon termination Schedule does NOT apply to academic staff or faculty Will be scheduled under UW-System GRS
- 19. Probably, but not necessarily Take account of all records created by your office n.b. “Record”=any document produced as result of business function Records officer can help you identify different record types Use Records Schedules at HIGHEST specificity first! Specific Campus GRS System GRS State GRS Contact records officer for copies of specific RRDAs
- 20. Subject Files (UWM133) Committee Minutes (UWM120) Unofficial Personnel Files (UWM251) Unofficial Student Files (UWM119) Expenditures (FISC300) Receipts (FISC301) Search and Screen Committee Files (UWM293) Agreements and Contracts (UWM159) Publications (UWM131)
- 21. Contact the University Records Officer! Identify potential functions of your office still in need of schedules Identify any legal, fiscal, or administrative requirements for records retention AACRAO guidelines? Legal statutes? If possible, fill out Records Series Description Worksheet RRDAs sent to PRB for approval every 3 months
- 22. http://records.uwm.edu Includes links to everything listed in this presentation Explore all pages on sidebar for maximum informational intake “ Guidelines, Laws, and Policies” page Or, contact the Records Officer directly: [email_address] 414-229-6979