HomeMy WebLinkAbout02-06-2024 County Board Agenda
AGENDA
BOARD OF SUPERVISORS
February 6, 2024 5:00 PM
Room 1284-County Board Room
Government Center - 1101 Carmichael Road, Hudson, Wisconsin
CALL TO ORDER
INVOCATION OR MOMENT OF SILENCE
PLEDGE ALLEGIANCE TO THE FLAG
ROLL CALL
PUBLIC COMMENT
CONSENT AGENDA
(Unless separation of an item is requested, all will be adopted in one motion.)
1. Minutes of Previous Meeting
1. January 2, 2024 5:00 PM
2. Date of Next Meeting- March 5, 2024 at 5:00 p.m.
3. Appointments
1. County Administrator Appointment of Dr. Kathleen Findlay to the Health and
Humans Services Board to Fill a Vacant Term Expiring April 2025
4. Approval of Amendments to Town Zoning Ordinances
1. Town of St. Joseph Rezoning 6.0 acres from the Preservation Residential Zoning
District to the Agricultural and Rural Residential Zoning District
5. Any Other Item Deemed Routine by the County Board Chair
PRESENTATIONS OR RECOGNITIONS
1. Presentation on Broadband Mapping Project
COUNTY ADMINISTRATOR'S REPORT
1. Financial Report for December 2023
Reasonable efforts will be made to provide special accommodations for access to public meetings. To
-4600 at least two
business days prior to the time of the meeting. Please see www.sccwi.gov for available digital options to
access the meeting.
2.Update on Spring Referendum Status
BUSINESS
1. Resolution Approving Law Enforcement Services Agreement Between the St. Croix County
Sheriff's Office and the Village of Star Prairie
2. Resolution Authorizing Continuation of Self-Insured Workers Compensation Program
3. Ordinance to Repeal and Recreate Chapter 2 Records Retention and Disposition of the St.
Croix County Code of Ordinances
ANNUAL DEPARTMENT REPORTS
REQUEST FOR FUTURE AGENDA ITEMS
COUNTY CLERK'S REPORT OF CORRESPONDENCE AND REZONING REQUESTS
ANNOUNCEMENTS
ADJOURNMENT
7/2/2
MINUTES
BOARD OF SUPERVISORS
January 2, 2024 5:00 PM
Room 1284-County Board Room
Government Center - 1101 Carmichael Road, Hudson, Wisconsin
CALL TO ORDER
INVOCATION OR MOMENT OF SILENCE - RANDY SIMONSON, HARVESTIME CHURCH
PLEDGE ALLEGIANCE TO THE FLAG
ROLL CALL
Attendee Name Organization Title Status Arrived
Lisa Lind St. Croix County Supervisor Present
Shawn Anderson St. Croix County Supervisor Present
Bob Long St. Croix County Chair Present
Cathy Leaf St. Croix County Supervisor Present
Carah Koch St. Croix County Supervisor Present
Paul Adams St. Croix County Supervisor Present
Paul Berning St. Croix County Supervisor Present
Richard Ottino St. Croix County Supervisor Present
Bob Feidler St. Croix County Vice-Chair Present
Dave Ostness St. Croix County Supervisor Present
Scott Counter St. Croix County Supervisor Present
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Daniel Hansen St. Croix County Supervisor Present
Ryan Sherley St. Croix County Supervisor Present
Greg Tellijohn St. Croix County Supervisor Present
Mark Carlson St. Croix County Supervisor Present
Mike Barcalow St. Croix County Supervisor Late 5:05 PM
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Bob Swanepoel St. Croix County Supervisor Present
Jerry VanSomeren St. Croix County Supervisor Excused
Tim Ramberg St. Croix County Supervisor Present
PUBLIC COMMENT
None
CONSENT AGENDA
(Unless separation of an item is requested, all will be adopted in one motion.)
RESULT: APPROVED \[UNANIMOUS\]
MOVER: Dave Ostness, Supervisor
SECONDER: Scott Counter, Supervisor
AYES: Lisa Lind, Shawn Anderson, Bob Long, Cathy Leaf, Carah Koch, Paul
Adams, Paul Berning, Richard Ottino, Bob Feidler, Dave Ostness, Scott
Counter, Daniel Hansen, Ryan Sherley, Greg Tellijohn, Mark Carlson,
Mike Barcalow, Bob Swanepoel, Tim Ramberg
EXCUSED: Jerry VanSomeren
1. Minutes of Previous Meeting
1. December 5, 2023 5:00 PM
2. Date of Next Meeting - February 7, 2024 5:00 PM
3. Rezonings
1. Amending the Comprehensive Zoning Ordinance - Section 26, Township 28N, Range
16W, Town of Eau Galle - Rezoning 0.277 acres from R-1 Residential District to R-2
Residential District and rezoning 0.245 acres from R-2 Residential District to R-1
Residential District
4. Alterations of County Supervisory District Lines Due to Annexation
5. Appointments
6. Any Other Item Deemed Routine by the County Board Chair
PRESENTATIONS OR RECOGNITIONS
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COUNTY ADMINISTRATOR'S REPORT
1. Financial Report for November 2023
County Administrator Ken Witt reviewed the financial report through November
RESULT: DISCUSSED
BUSINESS
1. Confirmation of County Administrator Appointment of Dustin Hawkins as Finance Director
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Motion to approve by Supr. Ramberg, 2nd by Supr. Koch. Approved unanimously.
RESULT: APPROVED \[UNANIMOUS\]
MOVER: Tim Ramberg, Supervisor
SECONDER: Carah Koch, Supervisor
AYES: Lisa Lind, Shawn Anderson, Bob Long, Cathy Leaf, Carah Koch, Paul
Adams, Paul Berning, Richard Ottino, Bob Feidler, Dave Ostness, Scott
Counter, Daniel Hansen, Ryan Sherley, Greg Tellijohn, Mark Carlson,
Mike Barcalow, Bob Swanepoel, Tim Ramberg
EXCUSED: Jerry VanSomeren
2. Resolution Authorizing Referendum to Increase Tax Levy for Public Safety Positions
Motion to approve by Vice-Chair Feidler, 2nd by Supr. Hansen. Discussion Held. Motion
passed: Yes- 12, No- 5, abstain- 1 (Nays- Lind, Berning, Ottino, Sherley and Barcalow)
(Abstain- Anderson)
RESULT: ADOPTED \[12 TO 5\]
MOVER: Bob Feidler, Vice-Chair
SECONDER: Daniel Hansen, Supervisor
AYES: Bob Long, Cathy Leaf, Carah Koch, Paul Adams, Bob Feidler, Dave
Ostness, Scott Counter, Daniel Hansen, Greg Tellijohn, Mark Carlson,
Bob Swanepoel, Tim Ramberg
NAYS: Lisa Lind, Paul Berning, Richard Ottino, Ryan Sherley, Mike Barcalow
ABSTAIN: Shawn Anderson
EXCUSED: Jerry VanSomeren
3. Resolution Amending Capital Improvement Budget for Project 10075 Highway 35 Bike Trail
Motion to approve by Supr. Hansen, 2nd by Supr. Counter. Supr. Hansen gave background
on the resolution. Discussion held.
Motion by Supr. Berning to amend the resolution to ensure that we as a body are engaging
our bike and ped groups to form their own Friends of the Bike Trails type of organization to
support to the trails. There was no 2nd and the motion was withdrawn.
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Motion by Supr. Sherley, 2nd by Supr. Berning to move this forward but add a line that we
will take funding from the interest of Government Center Building project and add an extra
line that we will nurture the relationship with the bike and ped groups to support
maintenance on the trail. Motion to amend passed: Yes- 11, No-7 (Nays: Long, Leaf, Ottino,
Feidler, Tellijohn, Carlson and Barcalow)
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Chair Long brought the original motion, as now amended, to the floor. Motion passed as
amended: Yes 16, no- 2 (Nays: Ottino and Barcalow)
RESULT: ADOPTED AS AMENDED \[16 TO 2\]
MOVER: Daniel Hansen, Supervisor
SECONDER: Scott Counter, Supervisor
AYES: Lisa Lind, Shawn Anderson, Bob Long, Cathy Leaf, Carah Koch, Paul
Adams, Paul Berning, Bob Feidler, Dave Ostness, Scott Counter, Daniel
Hansen, Ryan Sherley, Greg Tellijohn, Mark Carlson, Bob Swanepoel,
Tim Ramberg
NAYS: Richard Ottino, Mike Barcalow
EXCUSED: Jerry VanSomeren
4. Resolution Adopting Updated Wage Grid
Motion to approve by Supr. Koch, 2nd Supr. Counter. Passed: Yes- 17, No-1 (Nay: Barcalow)
RESULT: ADOPTED \[17 TO 1\]
MOVER: Carah Koch, Supervisor
SECONDER: Scott Counter, Supervisor
AYES: Lisa Lind, Shawn Anderson, Bob Long, Cathy Leaf, Carah Koch, Paul
Adams, Paul Berning, Richard Ottino, Bob Feidler, Dave Ostness, Scott
Counter, Daniel Hansen, Ryan Sherley, Greg Tellijohn, Mark Carlson,
Bob Swanepoel, Tim Ramberg
NAYS: Mike Barcalow
EXCUSED: Jerry VanSomeren
5. Resolution Providing for Additional Step Increases for Health Care Campus Nursing Staff
Motion to approve by Supr. Koch, 2nd by Supr. Ostness. Passed unanimously.
RESULT: ADOPTED \[UNANIMOUS\]
MOVER: Carah Koch, Supervisor
SECONDER: Dave Ostness, Supervisor
AYES: Lisa Lind, Shawn Anderson, Bob Long, Cathy Leaf, Carah Koch, Paul
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Adams, Paul Berning, Richard Ottino, Bob Feidler, Dave Ostness, Scott
Counter, Daniel Hansen, Ryan Sherley, Greg Tellijohn, Mark Carlson,
Mike Barcalow, Bob Swanepoel, Tim Ramberg
EXCUSED: Jerry VanSomeren
6. Resolution Amending Personnel Policy - Compensation Classification
Motion to approve by Supr. Koch, 2nd by Supr. Counter. Passed unanimously
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RESULT: ADOPTED \[UNANIMOUS\]
MOVER: Carah Koch, Supervisor
SECONDER: Scott Counter, Supervisor
AYES: Lisa Lind, Shawn Anderson, Bob Long, Cathy Leaf, Carah Koch, Paul
Adams, Paul Berning, Richard Ottino, Bob Feidler, Dave Ostness, Scott
Counter, Daniel Hansen, Ryan Sherley, Greg Tellijohn, Mark Carlson,
Mike Barcalow, Bob Swanepoel, Tim Ramberg
EXCUSED: Jerry VanSomeren
ANNUAL DEPARTMENT REPORTS
1. Justice Services Annual Department Report - Phil Galli, Justice Services Director
Annual Department Report given by Justice Support Services Director Phil Galli
RESULT: DISCUSSED
REQUEST FOR FUTURE AGENDA ITEMS
A request made by Supr. Lind has been forwarded to the Administration Committee
COUNTY CLERK'S REPORT OF CORRESPONDENCE AND REZONING REQUESTS
None
ANNOUNCEMENTS
Chair Long will not be present at the February County Board meeting. Supr. Berning thanked
Supr. Koch for her balance and perspective as she will not be running in this coming spring
election. Vice-Chair Feidler briefly discussed restitution court he recently attended along with
Supr. Ostness and Supr. Leaf.
ADJOURNMENT
Adjourned at 6:35 PM
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7/4/2
COVER MEMO
TO: County Board of Supervisors
FROM: Ken Witt, County Administrator
DATE: February 6, 2024
AGENDA ITEM: County Administrator Appointment of Dr. Kathleen Findlay to the Health
and Humans Services Board to Fill a Vacant Term Expiring April 2025
______________________________________________________________________________
BACKGROUND INFORMATION
Dr. Anwar has resigned his position with the Health and Human Services Board. His term was set
to expire April 2025. Dr. Anwar recommended a colleague to fill his remaining term. Dr. Findlay
would make an excellent contributor to the Health and Human Services Board.
Dr. Kathleen Findlay received her Doctor of Medicine and Master of Public Health degree from
the University of Kansas School of Medicine. She completed a Family Medicine residency at Carl
R. Darnall Army Medical Center in Fort Hood, TX and served a total of 7 years on active duty in
the US Army at Fort Hood, Fort Sill, OK, and Iraq. Dr. Findlay also spent 7 years teaching public
health for Liberty University. In 2017, she graduated from the University of Arizona Integrative
Medicine Fellowship. Dr. Findlay is board certified by the American Board of Family Medicine,
the American Board of Integrative Medicine, and the American Board of Lifestyle Medicine. She
is currently completing a Master of Health Care Delivery Science degree from Dartmouth
College. She is a St. Croix County resident and works at Western Wisconsin Health in Baldwin.
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Resolution No.
TOWN OF ST. JOSEPH REZONING 6.0 ACRES FROM THE
PRESERVATION RESIDENTIAL ZONING DISTRICT TO THE
AGRICULTURAL AND RURAL RESIDENTIAL ZONING DISTRICT
COVER MEMO
TO: County Board of Supervisors
FROM: Ken Witt, County Administrator
Jason Kjeseth, Community Development Director
DATE: February 6, 2024
AGENDA ITEM: Town of St. Joseph Rezoning 6.0 acres from the Preservation Residential
Zoning District to the Agricultural and Rural Residential Zoning District
______________________________________________________________________________
BACKGROUND INFORMATION
Wis. Stat. § 60.62(3) requires that counties review and approve all amendments to town zoning
ordinance text and maps prior to the amendment taking effect. The Town of St. Joseph, which
has a town zoning ordinance, has approved a map amendment that requires County Board
approval.
In summary, the proposed rezoning of property is for six (6) acres located in the northern part of
th
the Town adjacent to 144 Avenue (see location map). The zoning would change from the
Preservation Residential Zoning District to the Agricultural and Rural Residential Zoning
District under the Town of St. Joseph Zoning Ordinance. The purpose of the rezoning is to
facilitate development of residential lots.
Community Development Department staff has reviewed the information provided by the Town
of St. Joseph regarding the rezoning of the land and the process and procedures for town review
and adoption and recommends approval of the resolution to approve the rezoning.
and designated land use categories of Rural Residential and Preservation Residential for the
parcel.
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The Town Board approved the rezoning on December 14, 2023, following a duly advertised
notice for public hearing on November 9, 2023, and continued to December 14, 2023.
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Resolution No.
TOWN OF ST. JOSEPH REZONING 6.0 ACRES FROM THE
PRESERVATION RESIDENTIAL ZONING DISTRICT TO THE
AGRICULTURAL AND RURAL RESIDENTIAL ZONING DISTRICT
1 WHEREAS, Steven Vader owns 6.0 acres of land in the Town of St. Joseph, that is
2 zoned Preservation Residential; and
3
4 WHEREAS, the subject parcel is legally described as follows:
5
6 That part of the NW ¼ of the SE ¼ and part of the NE ¼ of the SW ¼ all in Section 19,
7 Township 30 North, Range 19 West, Town of St. Joseph, St. Croix County, Wisconsin,
8 described as follows:
9
10 -west ¼
11 ne,
12
13 recorded in Volume 9, Page 2416, at the St. Croix County Register of Deeds Office; thence
14 e of said lot; thence
15
16
17
18
19 ; and
20
21 WHEREAS, the owner has petitioned the Town of St. Joseph to rezone the subject
22 property from Preservation Residential to Agricultural and Rural Residential for development
23 purposes; and
24
25 WHEREAS, following a duly advertised public hearing notice as required by law, the
26 Town of St. Joseph Town Board held said public hearing on November 9, 2023, and was
27 continued to December 14, 2023; and
28
29 WHEREAS, the Town Board approved the rezoning of 6.0 acres from Preservation
30 Residential to Agricultural and Rural Residential on December 14, 2023; and
31
32 WHEREAS, pursuant to Wis. Stat. § 60.62(3), in counties having a county zoning
33 ordinance, no town zoning ordinance amendment is effective unless approved by the county
34 board; and
35
36 WHEREAS, St. Croix County has a zoning ordinance; and
37
38 WHEREAS, the Community Development Committee has reviewed the proposed
39 amendment and recommends approval.
40
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41 NOW, THEREFORE, BE IT RESOLVEDby the St. Croix County Board of
42 Supervisors that the amendment to the Town of St. Joseph Zoning Ordinance described above is
43 hereby approved.
Legal Fiscal Administrative Approvals:
Legal Note:
Fiscal Impact: .
01/18/24
01/18/24Community Development CommitteeRECOMMENDED
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NPWFS;Jerry VanSomeren, Supervisor
TFDPOEFS;Ryan Sherley, Supervisor
BZFT;Daniel Hansen, Ryan Sherley, Jerry VanSomeren
FYDVTFE;Shawn Anderson, Scott Counter, Dick Hesselink
Vote Confirmation.
St. Croix County Board of Supervisors Action:
Roll Call -Vote Requirement Majority of Supervisors Present
Christine Hines, County Clerk
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STAFF REPORT
To:Town of St. Joseph Plan Commission Meeting Nov 1, 2023 - Plan Commission
& Town of St. Joseph Town Board Date: Nov 9, 2023 – Board of Supervisors
Application
Applicant: Steven VaderRezone
Type:
From:Amanda Schaefer, Town Planner
Lee Mann, TownEngineer
PROPERTY BACKGROUND
th
Property Address: 360 144 Avenue
Tax Key: #030-1040-80-200
Existing Zoning District: Preservation Residential
Proposed Zoning District: Agricultural and Rural Residential
Future Land Use Designation: Rural Residential, Preservation Residential, Natural Area Inventory, and
2016 Natural Corridor
Property Owner: Steven Frank Vader
GIS:
ZONING MAP:
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Rezone
Town of St. Joseph Plan Commission & Town of St. Joseph Town Board
Page 2 of 6
FUTURE LAND USE PLAN:
APPLICANT REQUEST
The applicant’s responses to the “rezoning questionnaire” are the following:
1. Explain why you wish to rezone this property. Identify the proposed use if rezoned.
a. The physical characteristics of the parcel do not fit the characteristics that the
Preservation-Residential district purports to preserve. The parcel is mostly agricultural
land and contains very little of steep slopes, wetlands, trees, etc. All of the land
surrounding this parcel is in the Agricultural-Residential District. The use proposed for
this parcel is residential lots.
2. Explain the compatibility of your proposed use with uses on the existing properties in the vicinity of
this site.
a. The properties in this vicinity are residential lots or agricultural land.
3. Explain any interaction that you have had in the past with the Town in which this property resides and
elaborate on concerns raised.
a. The subject property was presented as part of a conceptual subdivision. The main
concerns raised were with access to adjoining property and improvements to 144th
Avenue.
4. Explain how the proposed use will affect stormwater runoff, wetlands or will impact any Riverway
areas.
a. As with any residential subdivision there will be an increase of stormwater runoff due
to the increase of impervious surfaces. Any such increase will be addressed by
mitigation. The exact mitigation will be determined in the design phase during the
subdivision process. This property is not in the Riverway District.
5. Discuss if the site has any wildlife, scenic or recreational value that should be protected or enhanced.
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Indicate if you are willing to pursue such efforts as part of your proposed use of the property.
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Rezone
Town of St. Joseph Plan Commission & Town of St. Joseph Town Board
Page 3 of 6
a. This property is mostly agricultural land. There isn’t a lot of value with respect to
wildlife, scenery or recreation.
6. If the proposed use is residential development please submit a concept plan of an anticipated lot
layout and describe any significant features on the site (wetlands, floodplain, poor soils, steep slopes,
etc) that either support development or are challenging.
a. Concept submitted.
7. Discuss any additional issues you feel that supports the consistency of your proposed use with the St.
Joseph ordinances and plans. (no response made by applicant)
PREVIOUS CONCEPT PLAN APPLICATION & ASSOCIATED DISCUSSION
The applicant submitted a Minor Subdivision Concept Review application that was in front of Plan
Commission and the Town Board in September of 2023. The submitted and reviewed concept plan is shown
below:
At the joint Plan Commission / Board Meeting, the applicant discussed the idea of rezoning this subject piece
of property from P-RES to AG-RES as it is the only one within the development zoned the P-RES category
(all others are AG-RES). At the following week’s Town Board meeting, the applicant continued to discuss this
idea of this rezoning request. Ultimately, the Town Board supported the applicant’s desire to rezone
this subject property to the Agricultural and Rural Residential (AG-RES) District.
TOWN OF ST. JOSEPH COMPREHENSIVE PLAN REVIEW
Staff has reviewed the rezone application in accordance with the Town’s Comprehensive Plan, as it is the
Town’s guide for all planning related decisions. Staff has the following comments regarding the proposed
rezoning petition:
1. The Future Land Use Plan within the Town’s Comprehensive Plan identifies the planned land use for
the subject property as Rural Residential, Preservation Residential, 2016 Natural Corridor, and
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Town of St. Joseph Plan Commission & Town of St. Joseph Town Board
Page 4 of 6
Natural Area Inventory. Those Future Land Use Designations have the following definitions, intent,
and/or guidelines:
a. Rural Residential:
i. The vast majority of the land in the Town has been identified as Rural Residential. In
this land use category, agricultural and very low-density residential uses are most
prominent. The Town historically has had a strong agricultural community. The land
and soils in the Town have moderate crop yields and are classified as moderately
producing agricultural land. Although there is strong development pressure within the
Town, there remains large tract farmlands. The primary agricultural uses are active
farmlands, farmsteads, and large-lot single family residential. Other uses are also
allowed under St. Croix County zoning in these areas and vary from small scale
agriculture-related businesses, to commercial and service-related uses, to parks and
public uses, to extractive or industrial uses. Approximately 10,511 acres of land are in
this designation, approximately 47.6 percent of the land in the Town.
b. Preservation Residential:
i. The Town worked through an extensive process during the Comprehensive Plan
preparation to identify key natural resource areas and connections within the Town.
The Preservation Residential land use responds specifically to the natural
resource areas and corridors. The land uses in the Preservation Residential areas
will be dedicated to creative subdivision and development techniques that seek to
preserve a larger portion of the natural resources. This area could include lots that
are smaller than in the Rural Residential district due to the preservation of open
space and natural resources through a variety of tools. The land use pattern in this
area will primarily be residential uses and open spaces that preserve natural
resource amenities for the entire town. Over the past several years the Town has
experienced increased growth pressure and this trend is projected to continue. The
St. Croix Crossing Bridge will increase accessibility to the Town and demand is
expected to increase. The overall density of this designation will remain at 3 acres
but will allow the development of lots in conjunction with preservation of significant
natural resource areas. Although lot sizes in the preservation residential land
designation may vary.
ii. The Town of St. Joseph currently has subdivision ordinance Chapter 168 in place
that allows land to be developed in a way that protects the natural features. Under
Chapter 168, properties fully or partially included in the Natural Resource Corridor,
may be permitted an area to be set aside to preserve the natural character of the
parcels. The ordinance and the Corridor serve as a strong implementation tool to
meet the unique needs of the Town. More information about the Natural Resource
Corridor and the NRI can be found in Chapter 6 Agricultural, Natural and Cultural
Resources Element. Approximately 5,978 acres of land are in this designation,
approximately 27.1 percent of the land in the Town.
c. Natural Area Inventory:
i. A buffer of undisturbed vegetation can provide a variety of benefits. The buffer should
consist of a mixture of trees, shrubs, grasses and forbs, with the mixture dependent
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on the specific site. Buffers reduce the impacts of surrounding land uses by
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Town of St. Joseph Plan Commission & Town of St. Joseph Town Board
Page 5 of 6
stabilizing soil to prevent erosion, filtering pollutants, providing habitat areas and
cover for animals, and reduce problems related to human activities by blocking noise,
glare from lights and reducing disturbance. Even relatively narrow buffers of
undisturbed vegetation can provide some benefits, but wider buffers will provide
additional screening, water quality, and habitat benefits. Buffers will be most effective
if most or all of the landowners around a natural area cooperate to make a
continuous buffer. Landowners should avoid cutting vegetation, dumping grass
clippings or other debris, and trampling vegetation within buffers. If a path is
desired through the buffer, it should be mown or cut only as wide as is
necessary for walking, and located so that it does not encourage erosion.
Likewise, Town trail systems should not be located where they defeat the
purpose of natural buffers.
2. STAFF COMMENT: Staff feels the proposed rezone request is consistent with the Town’s
Comprehensive Plan for several reasons (Findings of Fact):
a. There are a limited number of environmental features on site; the P-RES District is
typically associated with properties that have an abundance of those features.
b. The EXISTING Land Use Map currently identifies this property as “Ag/Residential
Farming.”
c. The Future Land Use Plan is a map that “identifies and guides the types of uses of
future land use patterns desired by the community.” Those desired patterns include a
wide range of uses for this property: Rural Residential, Preservation Residential,
Natural Area Inventory, and 2016 Natural Corridor.
d. A rezone to the AG-RES District would still support two of the Comprehensive Plan’s
Key Issues / Opportunities: (1) protect and preserve natural beauty of town and (2)
enhance and maintain rural character.
e. The existing zoning of adjacent parcels is also AG-RES.
f. This could potentially be a Zoning Map error, and the parcel should already be zoned
AG-RES and not P-RES.
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Town of St. Joseph Plan Commission & Town of St. Joseph Town Board
Page 6 of 6
CHAPTER 170: ZONING REVIEW
If the subject property rezones to Agricultural and Rural Residential (AG-RES), it must meetdimensional
requirements of that zoning district.
The AG-RES District has the following dimensional requirements:
1. Lot Area and Width
a. Lots shall have a minimum of 3 acres
b. Lots shall not be less than 66 feet in width at the front yard setback line (or 33 feet for
parcels on the bulb of a cul-de-sac)
2. Minimum Setback Requirements (Yards) for Future Structures:
a. Minimum front yard setback is 75 feet from the road right-of-way (100 feet from a collector or
sub-collector road)
b. Minimum side yard setback is 20 feet from the lot line
c. Minimum rear yard setback is 20 from the lot line
3. Building Height and Area
a. Maximum of 35 feet in height, except for windmills and silos
STAFF NOTE: The subject property would be able to meet all dimensional zoning requirements of the
Agricultural and Rural Resident District.
STAFF RECOMMENDATION
Staff recommends APPROVAL of the rezone petition subject to the following conditions:
1. All outstanding items in the Staff Report are addressed by the applicant
2. The listed Findings of Fact in the Staff Report are noted as support for the rezone request
3. All extraterritorial, objecting, and approving agency requirements or recommendations are met,
including the St. Joseph Fire Department
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Qbdlfu!Qh/!29
7/5/2/c
REZONING APPLICATION WITHIN TOWN OF ST. JOSEPH
SUBJECT PARCEL LOCATION
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360 144 AVENUE
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Qbdlfu!Qh/!2:
7/5/2/d
TOWN OF ST. JOSEPH
NOTICE OF PUBLIC HEARING
The Town Board of the Town of St. Joseph will be conducting a public hearing on Thursday,
November 9, 2023 at 7:00 p.m., at the Town of St. Joseph, Town Hall, 1337 County Road V,
Hudson, Wisconsin, to consider the following application:
REZONING APPLICATION
APPLICANT: Steven Vader
LOCATION: NW 1/4, SE 1/4, Sec 19, T30N., R.19W. Town of St. Joseph
PID# 030-1040-80-200
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ADDRESS: 360 144 Avenue, Houlton, WI 54082
REQUEST: Rezoning Application for 6.0 acres from Preservation-Residential to Agricultural-
Residential
Pertinent information regarding this application, including a map of the property, is available
from the Town of St. Joseph, Clerk/Treasurer Office at 1337 County Road V, Hudson, Wisconsin.
Interested persons may submit written or oral comments related to this matter any time prior
to the hearing, or at the hearing. Written comments will be distributed to the Town Board for
review and consideration. Please submit written comments by mail, email or in person as
follows:
Mail/in person: Teri Kelly, Clerk/Treasurer, Town of St. Joseph, 1337 County Road V, Hudson, WI
54016. Phone: 715-549-6235 / Email: clerk@tn.stjoseph.wi.gov
By: Teri Kelly, Clerk/Treasurer, Town of St. Joseph
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Qbdlfu!Qh/!31
9/2/b
County Administrator's
Financial Report December 2023
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-974,642,652
,
009,988,220.
110 General0000 Default2,796,0962,796,09603,403,900-3,403,90000%
110 General1010 Unallocated0-0218,772-218,772 -
1110 County Board &
110 GeneralCommittees/Commissions13,97313,973159,763159,76300.00%
110 General1320 Corporation Counsel50,27350,273700,879638,86062,0188.85%
110 General1410 Administrator36,04136,041480,939480,6842550.05%
110 General1420 County Clerk29,11629,116334,746382,956-48,210-14.40%
110 General1430 Human Resources46,59846,598607,033606,6723620.06%
110 General1440 Elections15,15915,15975,61069,6106,0007.94%
1450 Information
110 GeneralTechnology210,404210,4042,701,8662,705,791-3,925-0.15%
110 General1510 Finance57,23557,235658,404648,23010,1741.55%
110 General1520 County Treasurer28,91228,912414,906396,27218,6344.49%
110 General1610 Facilities562,888562,8882,260,6492,262,737-2,088-0.09%
110 General5110 Library91,35591,3551,113,9221,113,92200.00%
115 Contingency1010 Unallocated8,3338,3330-- -
295 Dog LicenseAll Cost Centers2,6052,60520,00021,373-1,373-6.87%
Debt Service FundsAll Cost Centers476,840476,84010,912,54010,712,539200,0011.83%
Internal Service FundsAll Cost Centers1,048,0101,048,01013,305,00016,158,742-2,853,742-21.45%
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110 General1710 Register of Deeds38,35038,350489,609348,792140,81728.76%
110 General3600 Sanitation19,82219,82293,67485,7897,8848.42%
110 General5400 Recreation Facilities6,6676,66780,00080,00000.00%
110 General5620 UW Extension21,35321,353255,463255,671-208-0.08%
110 General6400 Zoning Dept142,343142,3432,022,9732,013,5679,4070.46%
6700 Economic
110 GeneralDevelopment Corp9,7509,750117,000117,00000.00%
120 ParksAll Cost Centers97,32397,323897,188924,320-27,132-3.02%
125 RecyclingAll Cost Centers286286219,384208,73310,6514.85%
130 Land and Water
ConservationAll Cost Centers406,584406,5841,069,219687,719381,50035.68%
250 Land Records
Retained FeesAll Cost Centers8,6728,672231,810166,91864,89127.99%
270 Pesticide TrainingAll Cost Centers0-0260-260 -
Tvcupubm!Dpnnvojuz!
Efwfmpqnfou!Sfwfovft862-261862-2616-587-42:5-999-87:698-66121/84&
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225 Health and Human
Services4110 Public Health441,043441,0432,119,1792,155,876-36,697-1.73%
225 Health and Human
Services4310 Behavioral Health1,121,2171,121,2175,314,6644,819,596495,0689.32%
225 Health and Human
Services4320 CCS3,107,4693,107,4695,839,4164,825,0341,014,38217.37%
225 Health and Human
Services4410 Economic Support423,140423,1401,260,2581,147,691112,5678.93%
Print Date January 25, 2024
Qbdlfu!Qh/!32
9/2/b
County Administrator's
Financial Report December 2023
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UpubmUisv!EfdCvehfuZUECbmbodfSfnbjojoh
225 Health and Human
Services4510 Children Services713,325713,3256,549,7506,944,799-395,049-6.03%
225 Health and Human 4610 Aging & Disability
ServicesResource Center385,515385,5152,974,0012,897,74376,2572.56%
225 Health and Human 4920 Health & Human
ServicesServices Administration973,222973,2222,125,2722,045,44079,8323.76%
610 Health Center
Campus4210 Skilled Nursing Facility957,505957,5055,917,2535,448,050469,2037.93%
610 Health Center 4230 Kitty Rhoades
Campus(Dementia)0-1,010,628-1,010,628100.00%
610 Health Center
Campus4240 Orchard View198,408198,4082,116,1362,086,19729,9391.41%
110 General4710 Veterans Services25,03425,034330,995367,199-36,204-10.94%
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650 HighwayAll Cost Centers2,767,5592,767,55919,517,51622,111,467-2,593,951-13.29%
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110 General1210 Circuit Court77,10177,101991,401972,36019,0411.92%
110 General1220 Clerk of Courts187,145187,1452,066,6332,122,654-56,020-2.71%
110 General1240 Medical Examiner35,59535,595369,561384,636-15,075-4.08%
110 General1250 Justice Services110,918110,918849,314759,83189,48310.54%
110 General1310 District Attorney200,839200,8391,383,8691,286,06297,8077.07%
110 General1330 Child Support190,369190,369838,494602,432236,06228.15%
110 General2110 Law Enforcement749,774749,7749,095,9168,851,960243,9562.68%
2700 Correction and
110 GeneralDetention399,323399,3234,603,7514,681,608-77,857-1.69%
2510 Emergency
110 GeneralManagement225,291225,291184,58599,38185,20446.16%
2600 Emergency
110 GeneralCommunication195,050195,0502,425,5432,437,223-11,680-0.48%
280 Jail ImprovementAll Cost Centers7,9567,956056,881-56,881 -
285 K-9All Cost Centers27,48927,489043,131-43,131 -
286 Drug Task ForceAll Cost Centers224224042,182-42,182 -
287 County Drug FundAll Cost Centers0-050,784-50,784 -
290 Stop DrugAll Cost Centers505007,100-7,100 -
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110 General1010 Unallocated0-01,309,446-1,309,446 -
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1110 County Board &
110 GeneralCommittees/Commissions23,21523,215159,763136,88022,88314.32%
110 General1320 Corporation Counsel77,60377,603700,879629,18071,69910.23%
110 General1410 Administrator64,29064,290480,939513,330-32,391-6.73%
110 General1420 County Clerk41,33241,332334,746364,472-29,726-8.88%
110 General1430 Human Resources88,84488,844607,033496,480110,55318.21%
110 General1440 Elections38,84438,84475,61064,92410,68614.13%
Print Date January 25, 2024
Qbdlfu!Qh/!33
9/2/b
County Administrator's
Financial Report December 2023
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1450 Information
110 GeneralTechnology260,003260,0032,701,8662,665,93435,9321.33%
110 General1510 Finance85,02585,025658,404588,31470,09010.65%
110 General1520 County Treasurer36,64936,649414,906362,22652,68012.70%
110 General1610 Facilities664,695664,6952,260,6491,936,484324,16414.34%
4300 Mental Health
110 GeneralServices0-031-31 -
110 General4500 Social Services0-0-- -
110 General5110 Library0-1,113,9221,113,924-20.00%
110 General7000 Capital Outlay1381380672-672 -
115 Contingency1010 Unallocated0-0-- -
295 Dog LicenseAll Cost Centers-39-3920,00022,205-2,205-11.02%
Debt Service FundsAll Cost Centers50050010,912,54014,477,210-3,564,670-32.67%
Internal Service FundsAll Cost Centers1,439,3591,439,35913,305,00017,222,513-3,917,513-29.44%
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110 General1710 Register of Deeds58,97858,978489,609426,09863,51112.97%
110 General3600 Sanitation59859893,67484,5959,0789.69%
110 General5200 Park Properties0-0-- -
110 General5400 Recreation Facilities0-80,00080,00000.00%
110 General5620 UW Extension119,120119,120255,463227,13128,33211.09%
6100 Resources Land &
110 GeneralWater Conservation0-025,374-25,374 -
110 General6300 Planning0-0-- -
110 General6400 Zoning Dept221,139221,1392,022,9731,993,79929,1741.44%
6700 Economic
110 GeneralDevelopment Corp8282117,000116,3356650.57%
120 ParksAll Cost Centers163,110163,110897,188916,566-19,378-2.16%
125 RecyclingAll Cost Centers28,64828,648219,384206,77112,6135.75%
130 Land and Water
ConservationAll Cost Centers171,751171,7511,069,219729,605339,61431.76%
250 Land Records
Retained FeesAll Cost Centers45,36845,368231,810210,81520,9949.06%
270 Pesticide TrainingAll Cost Centers0-0-- -
410 SCRCP Capital
ProjectAll Cost Centers-8,523-8,523000 -
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Efwfmpqnfou!Fyqfotft911-383911-3836-587-42:6-128-19956:-3429/4:&
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225 Health and Human
Services4110 Public Health269,707269,7072,119,1792,034,69684,4833.99%
225 Health and Human
Services4310 Behavioral Health1,192,3811,192,3815,314,6645,262,98051,6840.97%
225 Health and Human
Services4320 CCS746,489746,4895,839,4165,303,119536,2979.18%
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225 Health and Human
Services4410 Economic Support135,031135,0311,260,2581,249,50210,7560.85%
225 Health and Human
Services4510 Children Services882,345882,3456,549,7508,168,073-1,618,323-24.71%
225 Health and Human 4610 Aging & Disability
ServicesResource Center372,251372,2512,974,0013,000,574-26,573-0.89%
225 Health and Human 4920 Health & Human
ServicesServices Administration375,733375,7332,125,2722,248,060-122,788-5.78%
Print Date January 25, 2024
Qbdlfu!Qh/!34
9/2/b
County Administrator's
Financial Report December 2023
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610 Health Center
Campus4210 Skilled Nursing Facility454,969454,9695,917,2535,610,108307,1455.19%
610 Health Center 4230 Kitty Rhoades
Campus(Dementia)7627621,010,62817,299993,32998.29%
610 Health Center
Campus4240 Orchard View244,815244,8152,116,1361,981,196134,9406.38%
110 General4710 Veterans Services42,42942,429330,995356,682-25,687-7.76%
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650 HighwayAll Cost Centers4,150,5314,150,53119,517,51619,862,689-345,173-1.77%
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110 General1210 Circuit Court109,517109,517991,4011,079,756-88,354-8.91%
110 General1220 Clerk of Courts312,708312,7082,066,6332,145,902-79,268-3.84%
110 General1240 Medical Examiner43,80743,807369,561359,8319,7312.63%
110 General1250 Justice Services101,487101,487849,314922,573-73,260-8.63%
110 General1310 District Attorney168,120168,1201,383,8691,372,70711,1620.81%
110 General1330 Child Support100,791100,791838,494827,97910,5141.25%
110 General2110 Law Enforcement1,047,5811,047,5819,095,9169,273,981-178,065-1.96%
2700 Correction and
110 GeneralDetention542,948542,9484,603,7514,549,31154,4401.18%
2510 Emergency
110 GeneralManagement19,23519,235184,585173,90010,6855.79%
2600 Emergency
110 GeneralCommunication306,960306,9602,425,5432,331,06694,4773.90%
280 Jail ImprovementAll Cost Centers0-033,296-33,296 -
285 K-9All Cost Centers3,4973,497049,627-49,627 -
286 Drug Task ForceAll Cost Centers460460050,209-50,209 -
287 County Drug FundAll Cost Centers-538-538031,212-31,212 -
290 Stop DrugAll Cost Centers11,61711,61708,806-8,806 -
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5-59:-2925-59:-292.2.4-21:-644.
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Print Date January 25, 2024
Qbdlfu!Qh/!35
9/2/c
BENJOJTUSBUJPO!DPNNJUUFF!NPOUIMZ!SFQPSU
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Wells Fargo Balance$8,334,733.13
LGIP - State Investment Pool18,433,420.82
Investments with Advisor53,921,348.31
Bond Investment49,853,646.98
TOTAL130,543,149.24
3134!0!31333133!0!31323132!0!3131
Wfijdmf!Sfhjtusbujpo!Gfft!522813134313331323131WbsjbodfWbsjbodfWbsjbodf
Annual Budget865,000.00840,000.00840,000.00835,000.0025,000.000.005,000.00
Budget per Month 72,083.3370,000.0070,000.0069,583.332,083.330.00416.67
January registrations (rec'd in March)63,709.1359,381.9563,468.8764,076.004,327.18(4,086.92)(607.13)
February registrations (rec'd in April)62,764.8960,744.8860,509.0060,316.752,020.01235.88192.25
March registrations (rec'd in May)81,873.5182,118.7484,691.0073,893.00(245.23)(2,572.26)10,798.00
April registrations (rec'd in June)75,579.0074,913.0077,345.9474,334.00666.00(2,432.94)3,011.94
May registrations (rec'd in July)82,375.5080,763.0074,542.5672,563.001,612.506,220.441,979.56
June registrations (rec'd in August)81,374.1379,141.5082,580.0078,662.102,232.63(3,438.50)3,917.90
July registrations (rec'd in September)79,360.8876,202.0078,169.5077,790.153,158.88(1,967.50)379.35
August registrations (rec'd in October)79,445.1282,542.7779,774.5075,784.50(3,097.65)2,768.273,990.00
September registrations (rec'd in November)69,739.0073,731.1071,572.6272,252.45(3,992.10)2,158.48(679.83)
October registrations (rec'd in December)70,785.0071,777.3766,673.9269,698.00(992.37)5,103.45(3,024.08)
November registrations (rec'd in January)61,423.0062,991.4861,071.55(1,568.48)1,919.93
December registrations (rec'd in February)56,686.9757,817.9156,522.13(1,130.94)1,295.78
!Upubmt 747,006.16859,426.28860,137.30836,963.635,689.85(711.02)23,173.67
Bwfsbhf!Npoui 74,700.6271,618.8671,678.1169,746.97
3134!0!31333133!0!31323132!0!3131
Tbmft!Uby!Qsphsftt!523313134313331323131WbsjbodfWbsjbodfWbsjbodf
Annual Budget10,500,000.009,000,000.008,500,000.008,050,000.001,500,000.00500,000.00450,000.00
Budget per Month 875,000.00750,000.00708,333.33670,833.33125,000.0041,666.6737,500.00
January (rec'd in March)783,190.93782,409.83632,164.68647,891.07781.10150,245.15(15,726.39)
February (rec'd in April)723,882.01786,888.47834,227.57632,486.67(63,006.46)(47,339.10)201,740.90
March (rec'd in May)935,748.93766,992.32826,857.04608,360.18168,756.61(59,864.72)218,496.86
April (rec'd in June)1,251,098.801,130,214.041,089,420.22981,098.88120,884.7640,793.82108,321.34
May (rec'd in July)1,038,445.701,031,312.39938,046.591,030,772.117,133.3193,265.80(92,725.52)
June (rec'd in August)1,364,100.141,105,404.16937,503.01890,098.00258,695.98167,901.1547,405.01
July (rec'd in September)1,120,065.361,182,103.621,096,977.75856,902.36(62,038.26)85,125.87240,075.39
August (rec'd in October)908,168.26977,504.96950,359.43948,237.13(69,336.70)27,145.532,122.30
September (rec'd in November)1,294,012.641,160,289.64886,232.63716,622.10133,723.00274,057.01169,610.53
October (rec'd in December)1,011,113.571,160,401.06991,006.42896,073.01(149,287.49)169,394.6494,933.41
Buubdinfou;!Benjo!Uby!Sfqpsu!Efdfncfs!3134!!)21831!;!Gjobodjbm!Sfqspu!gps!Efdfncfs!3134*
November (rec'd in January)722,791.84758,619.48796,022.22(35,827.64)(37,402.74)
December (rec'd in February)1,256,369.311,057,147.36839,196.78199,221.95217,950.58
!Upubmt 10,429,826.3412,062,681.6410,998,562.189,843,760.51346,305.851,064,119.461,154,801.67
Bwfsbhf!Npoui 1,042,982.631,005,223.47916,546.85820,313.38
Qbdlfu!Qh/!36
9/2/d
2023 St. Croix County Capital Improvement Plan Project Status
Report Dated:December 31, 2023
YearPriorPrior Years20232023Remaining
Revenues:BudgetsActualBudgetYTDBalance
Property/Asset Sales305,95450,000268,683
Grants/Other Govts5,460,500-3,169,121
Bonds & Interest79,743,000-2,853,861
Total Revenues85,509,45450,0006,291,664
Expenses:
General Public Buildings
7140100012023Building Remodeling/Furniture/Plumbing200,00076,410123,590
7140100052023Equipment/Electrical Equipment140,000113,84526,155
7140100062023HVAC Replacement125,00069,98355,017
7140100072023Safety and Security65,00034,54830,452
7140100512023Parking Lot patch and seal50,00050,000
7140100532023New Roof SCCDD Building225,00034,658400,000399,916190,427
7140100732021Construction of Room for Medical Examiner189,316219,078(29,762)
7140100792023New Folder/Inserter Machine5,0005,000
7140101052021Government Center Addition - Storage Shed4,025,0003,410,148345,431269,421Completed
7140101262023SCCSC Roof Replacement900,000470,326429,674
7140101222023Courtroom Equipment10,00010,000
7140101232023Medical Examiner Coolers40,00055,493(15,493)
7140101062022Government Center Expansion79,743,0002,738,21030,208,54546,796,246
Information Technology
7150100022023IT Recurring Projects175,000175,0000
7150100702023Copy Machines for COC and DA18,00018,000
Health & Human Services
7160100572023Senior Centers Kitchen Upgrade26,000closedProject Cancelled 5/24/23
Public Protection
7210100002023Squad Cars452,000315,019136,982
7210101172023Body Camera and Squad Car Cameras600,000657,536(57,536)
7210100292021Computer Forensic Upgrade8,5005,8383,230(568)
7270101002023Jail Appliances10,00010,0000
7260100252023Audio Log - Audio Recorder System65,00067,088closedProject Completed 5/24/23
Transportation Cost Pools
7320100032023ADRC - Site Transportation Vehicles35,00035,000
7320100042023Vehicle Replacement250,000144,976105,024
Parks
7620100222017Bike/Pedestrian Plan Implementation100,00018,8731,01680,111OK to close this
7620100742021New Glen Hills Camping Area w/support facilities1,180,0001,174,25168,939(63,189)
762010075Bike Ped Plan SCRC Loop Trail to Willow River State Park Connection2021660,00076,95030,296552,754
7620100352023Parks Equipment18,00018,0000
Total Expenses86,130,8167,678,0043,584,00033,265,59648,747,303
January 1, 2023 Fund Balance84,998,905
Plus 2023 Revenues6,291,664
Minus 2023 Expenses33,265,596
Current Ending Fund Balance58,024,973
Reserved for Approved Projects48,747,303
Unreserved Fund Balance9,277,670
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Resolution No.
RESOLUTION APPROVING LAW ENFORCEMENT SERVICES
AGREEMENT BETWEEN THE ST. CROIX COUNTY SHERIFF'S OFFICE
AND THE VILLAGE OF STAR PRAIRIE
COVER MEMO
TO: County Board of Supervisors
FROM: Ken Witt, County Administrator
Heather Amos, Corporation Counsel
DATE: February 6, 2024
AGENDA ITEM: Resolution Approving Law Enforcement Services Agreement Between the
St. Croix County Sheriff's Office and the Village of Star Prairie
______________________________________________________________________________
BACKGROUND INFORMATION
The Village of Star Prairie has abolished their police department, pursuant to Wis. Stat. §
61.65(1)(a)4, pending approval of the agreement with the St. Croix County Sheriff's Office to
provide law enforcement services within the village. The Village of Star Prairie will pay the St.
Croix County Sheriff's Office for law enforcement services, pursuant to the attached agreement,
which was signed by the Village of Star Prairie Board President on January 4, 2024.
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Resolution No.
RESOLUTION APPROVING LAW ENFORCEMENT SERVICES
AGREEMENT BETWEEN THE ST. CROIX COUNTY SHERIFF'S OFFICE
AND THE VILLAGE OF STAR PRAIRIE
1 WHEREAS, Wis. Stat. § 66.0301 authorizes intergovernmental agreements between the
2 county and municipalities; and
3
4 WHEREAS, the Village of Star Prairie had previously created its own police
5 department, pursuant to Wis. Stat. § 61.65(1)(a)1; and
6
7 WHEREAS, Wis. Stat. § 61.65(1)(a)4 authorizes a village to abolish its police
8 department and contract with a county under Wis. Stat. § 59.03(2)(e) for the county sheriff to
9 provide law enforcement services in all parts of the village; and
10
11 WHEREAS, on December 12, 2023, the Village of Star Prairie voted to abolish their
12 police department; and
13
14 WHEREAS, the St. Croix County Sheriff and the Village of Star Prairie desire to enter
15 into an agreement whereby the Sheriff will provide law enforcement services to the village and
16 the village will compensate St. Croix County for the additional services; and
17
18 WHEREAS, the Village Board for the Village of Star Prairie has approved the Law
19 Enforcement Services Agreement on January 4, 2024; and
20
21 WHEREAS, the County Board is required to approve such an agreement; and
22
23 WHEREAS, a copy of the agreement is attached to this Resolution.
24
25 NOW, THEREFORE, BE IT RESOLVED by the St. Croix Board of Supervisors that
26 the attached agreement between the St. Croix County Sheriff, St. Croix County, and the Village
27 of Star Prairie for law enforcement services to be provided in all parts of the village is hereby
28 approved.
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:/2
Legal Fiscal Administrative Approvals:
Legal Note:
Fiscal Impact: The Village of Star Prairie shall pay the county for the services provided by the
Sheriff's Office. Initial estimate is 20 hours per week at a full time rate of $83.00/per
hour or part time rate of $42.53 per hour. Village allocated budget of $80,000 per
year for services provided by the sheriff.
02/1/24
02/01/24Public Protection & Judiciary CommitteeRECOMMENDED
SFTVMU;SFDPNNFOEFE!\\VOBOJNPVT^
NPWFS;Tim Ramberg, Supervisor
TFDPOEFS;Cathy Leaf, Supervisor
BZFT;Cathy Leaf, Bob Feidler, Tim Ramberg
FYDVTFE;Paul Adams, Mark Carlson
Vote Confirmation.
St. Croix County Board of Supervisors Action:
Roll Call -Vote Requirement Majority of Supervisors Present
Christine Hines, County Clerk
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VILLAGE OF STAR PRAIRIE
BOARD PROCEEDINGS
DECEMBER 12, 2023
Pursuant to due call and notice thereof, posted on December 8, 2023 the Star Prairie Village Board met in the Community
Center and virtually at 7:00 pm on December 12, 2023. The meeting was called to order by President Rita J. Keating. Roll
call; members present: President Rita J. Keating, Trustees Kiris Dorr, Liesette Rendell, Craig Matthys and Brian Schaeffer.
Absent: None. Other present: Attorney Drew Nelson of Nelson and Lindquist.
Pledge of Allegiance
Trustee Rendell moved to approve the agenda, seconded by Trustee Matthys and motion carried.
PUBLIC COMMENT Frank Sommerfeldt came to provide a curtesy heads-up about upcoming snowmobile rides and their
route(s). He wanted to know if the village wanted it signed for anywhere in particular to keep riders in the designated
public routes. Board would like the route signed and have them on an upcoming published agenda if necessary.
New Richmond Senior Center funding request- Nancy Meyer
Ms. Meyer discussed the freedom park initiative to permanently house the existing NR Senior Center. President Keating
made a motion to donate $200 to the cause. Motion was seconded by Trustee Schaeffer and carried via unanimous roll
call vote.
DISBURSEMENTS- President Keating moved to approve Decembers disbursements totaling $39,757.41 as presented.
Trustee Matthys seconded the motion. Roll call vote was taken, all members voted yes, and motion carried.
REPORTS
Treasurer Report- November 2023 (on file). No questions.
Police Report- November 2023 report included 30 calls within the village limits.
Plan Commission December 12, 2023 meeting at 6pm. Plan Commission recommended approval of a conditional use
permit application for a short-term rental use at 513 Mill Ave. A public hearing will be set before Board final action.
Park Committee- Next meeting date set for January 16, 2024 at 5:30pm.
Maintenance- Maintenance Operator, Nathan Licht, submitted the December report (on file). Village ordinance does allow
for snowmobiles to travel on all roadways within the village limits. Thirty continuing education credits are required for his
water and sewer license (renewed in May). Board approved Nates attendance at the WIAWWA conference in WI Dells on
February 6-7, 2024. Nate will be attending the Star Prairie Fish and Game meeting next Monday to discuss River Island
lighting needs. Trustee Schaeffer will attend with Nate. Trustee Rendell thanked Public Works for the beautiful lighting
and decorations at the village hall. She would like further work done on the two poles that need electrical installed before
next Christmas.
NEW BUSINESS
Post Office furnace replacement- Patriot Heating- $4300
President Keating recommended paying Patriot Heatings invoice in the amount of $4300 from Capital Outlay for the
replaced furnace at the post office. Motion was seconded by Trustee Matthys and motion carried via unanimous roll call
vote.
Resolution No: 2023-05 Budget Amendment for 2023 Capital Outlay expenses
Board reviewed year to date transactions. Trustee Schaeffer made a motion to approve Resolution 2023-05 as presented
to account for unplanned capital outlay expenditures such as upstairs Village Hall a/c and furnace, Pearl Ave. paving with
Hwy 65 construction, Village Hall copier replacement, Post Office flooring replacement, and John Deere loader
replacement. Motion was seconded by Trustee Matthys. Roll call vote taken, all voted yes, motion carried.
Discuss and possibly approve Village of Star Prairie Law Enforcement Services Agreement with St. Croix County Sheriffs
Department
Attorney Nelson discussed modified contract in detail. Trustee Rendell posed several questions and was initially concerned
there was room for financial overages. This contract does not extend to county responding to 911 or non-emergency calls
from the public. That service will continue as part of existing county levy paid. Attorney Nelson recommends rewriting the
villages Code of Ordinances to remove any village ordinance references so that all prosecution, investigations, etc. will be
handled using state and county ordinance violations. State Statutes ƩĻƨǒźƩĻ municipalities to have a contract with the
countys Sheriffs Department to abolish the existing village police department. Sheriffs department will handle
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Operators License background checks.Board would like to amend contract as shown to houseofficerspace within Village
Hall office vs. the lower shop. Motion by Trustee Dorr to approve the contract with the amended space to be Village Hall
instead of the lower shop. Motion was seconded by Trustee Matthys and motion carried via unanimous roll call vote.
Discuss moving remaining 2023 budgeted Police Funds to LGIP Outlay- Police subaccount
Board reviewed year to date police expenditures. President Keating made a motion to move remaining 2023 public safety
funds in the amount of $20,000 to the LGIP Outlay- Police subaccount for the purposes of an ordinance rewrite. Motion
was seconded by Trustee Dorr. Roll call vote taken, all voted yes, motion carried.
Nominate Election Inspectors- January 1, 2024-December 31, 2025
Board reviewed nomination lists and Election Inspectors as provided. Motion by President Keating to nominate the listed
election inspectors for the 2024-2025 election cycles. Motion was seconded by Trustee Matthys and motion carried.
Village Hall Closed- December 23, 2023-January 2, 2024.
Motion by Trustee Matthys to approve closing the hall from December 23, 2023-January 2, 2024. Motion was seconded
by President Keating and motion carried.
Recycling Center Closed- December 25, 2023
Motion by President Keating to close the Recycling Center on Christmas Day. All thanked Martin Schwan for opening it on
the village holiday, December 26, 2023. Motion was seconded by Trustee Matthys and motion carried.
Set Village Caucus Date: January 9, 2024 at 6:30 pm.
Motion by President Keating to set the caucus for Tuesday January 9, 2024 at 6:30pm. Motion was seconded by Trustee
Schaeffer and motion carried.
Set Public Hearing for Conditional Use Permit application for 513 Mill Avenue for January 9, 2024 at 7pm.
Motion by President Keating to set a Public Hearing for January 9, 2024 at 7pm to consider the Conditional Use Permit
application for 513 Mill Avenue. Motion was seconded by Trustee Matthys and motion carried.
Closed Session pursuant to 19.85(1)(g) Wis. Statutes: (Conferring with legal counsel for the governmental body who is
rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or
is likely to become involved) to review and discuss Post Office Landlord Maintenance notice.
Motion by President Keating to enter closed session pursuant to Wis. Statutes 19.85 (1)(g) to discuss Post Office Landlord
Maintenance notice. Motion was seconded by Trustee Matthys and motion carried via unanimous roll call vote. Entered
closed session at 8:37 pm.
Open Session
Motion by President Keating to enter back into Open Session. Motion was seconded by Trustee Dorr and motion carried
via unanimous roll call vote. Entered open session at 8:50 pm.
ADJOURNMENT
President Keating moved to adjourn, seconded by Trustee Dorr and motion carried. The meeting adjourned at 8:51 pm.
Amanda Engesether
Village Clerk-Treasurer
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Resolution No.
RESOLUTION AUTHORIZING CONTINUATION OF SELF-INSURED
WORKERS COMPENSATION PROGRAM
COVER MEMO
TO: County Board of Supervisors
FROM: Ken Witt, County Administrator
DATE: February 6, 2024
AGENDA ITEM: Resolution Authorizing Continuation of Self-Insured Workers
Compensation Program
______________________________________________________________________________
BACKGROUND INFORMATION
St. Croix County maintains a self-insured workers compensation program. Every three years the
County must re-certify our intention to maintain a self-insured workers compensation program
with the State of Wisconsin Department of Workforce Development. There are no changes to
the program.
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Resolution No.
RESOLUTION AUTHORIZING CONTINUATION OF SELF-INSURED
WORKERS COMPENSATION PROGRAM
1 WHEREAS, St. Croix County is a qualified political subdivision of the State of
2 Wisconsin; and
3
4 WHEREAS, the Wisconsin Workers Compensation Act ("Act") provides that employers
5
6 authorized to do business in Wisconsin, or be exempted (self-insured) from insuring liabilities
7 with a carrier and assume the responsibility for its own wo
8 payments; and
9
10 WHEREAS, the State, and any of its political subdivisions, may self-
11 compensation without a special order from the Department of Workforce Development (DWD),
12 if they agree to report faithfully all compensable injuries and agrees to comply with the Act and
13 rules of the DWD; and
14
15 WHEREAS, the Administration Committee, at its January 16, 2024 meeting, approved
16 the continuation of the self-
17 Wisconsin Administrative Code DWD § 80.60(3).
18
19 NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of the County
20 of St. Croix, Wisconsin does ordain as follows:
21
22 (1) Provide for the continuation of a self-at is
23 currently in effect.
24
25 (2) Authorize the County Clerk to forward a certified copy of this resolution to the
26 Wisconsin Department of Workforce Development -
27
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Legal Fiscal Administrative Approvals:
Legal Note:
Fiscal Impact: no fiscal impact to continue program
01/16/24Administrative Committee
01/16/24Administration CommitteeRECOMMENDED
SFTVMU;SFDPNNFOEFE!\\VOBOJNPVT^Ofyu;!30703135!6;11!QN
NPWFS;Scott Counter, Vice-Chair
TFDPOEFS;Bob Long, Supervisor
BZFT;Bob Long, Carah Koch, Bob Feidler, Scott Counter
FYDVTFE;Paul Berning
Vote Confirmation.
St. Croix County Board of Supervisors Action:
Roll Call -Vote Requirement Majority of Supervisors Present
Christine Hines, County Clerk
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Ordinance No.
ORDINANCE TO REPEAL AND RECREATE CHAPTER 2 RECORDS
RETENTION AND DISPOSITION OF THE ST. CROIX COUNTY CODE
OF ORDINANCES
COVER MEMO
TO: County Board of Supervisors
FROM: Ken Witt, County Administrator
Heather Amos, Corporation Counsel
DATE: February 6, 2024
AGENDA ITEM: Ordinance to Repeal and Recreate Chapter 2 Records Retention and
Disposition of the St. Croix County Code of Ordinances
______________________________________________________________________________
BACKGROUND INFORMATION
Pursuant to Wis. Stat. § 16.61(4), records retention schedules must be updated every 10 years.
St. Croix County opted into the County General Records Schedule (GRS) and all associated
schedules created by the Wisconsin Public Records Board (WPRB) by providing Notification of
General Records Schedule Adoption to the WPRB on September 20, 2023. On December 12,
2023, the WPRB and the Wisconsin Historical Society (WHS) acknowledged the notification
and authorized St. Croix County to utilize the GRS and all associated schedules.
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Ordinance No.
ORDINANCE TO REPEAL AND RECREATE CHAPTER 2 RECORDS
RETENTION AND DISPOSITION OF THE ST. CROIX COUNTY CODE
OF ORDINANCES
1 WHEREAS, on March 4, 2014, the St. Croix County Board of Supervisors adopted the
2 recreated Chapter 2 - Records Retention and Disposition - of the St. Croix County Code of
3 Ordinances by Ordinance No. 829(2014), which was approved by the Wisconsin Public Records
4 Board (WPRB) on March 26, 2014; and
5
6 WHEREAS, pursuant to Wis. Stat. § 16.61(4), records retention schedules sunset 10
7 years after WPRB approval; and
8
9 WHEREAS,
10 in Chapter 2 of the St. Croix County Code of Ordinances will expire on March 26, 2024; and
11
12 WHEREAS, on March 20, 2023, the WPRB established an updated County General
13 Records Schedule (County GRS) that is tailored to Wisconsin counties, is comprehensive and
14 flexible, is in compliance with legal mandates, and has been approved by the WPRB; and
15
16 WHEREAS, adopting the currently approved WPRB County GRS does not obligate the
17 county to create a record (i.e., airport records), it only requires the county to follow the schedule
18 if such records exist (i.e., county has created or received such records); and
19
20 WHEREAS, the WPRB and the Wisconsin Historical Society (WHS) approved St. Croix
21
22
23 WHEREAS, the Administration Committee recommends the St. Croix County Board of
24 Supervisors adopt the County GRS and all associated schedules, and repeal and recreate Chapter
25 2 as attached hereto.
26
27 NOW, THEREFORE, BE IT RESOLVED that the St. Croix County Board of
28 Supervisors does ordain that Chapter 2 - Records Retention and Disposition - of the St. Croix
29 County Code of Ordinances is repealed and recreated as attached hereto.
30
31 BE IT FURTHER RESOLVED that the updated Chapter 2 - Records Retention and
32 Disposition - of the St. Croix County Code of Ordinances will become effective upon
33 publication.
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Legal Fiscal Administrative Approvals:
Legal Note:None
Fiscal Impact: None
01/16/24
01/16/24Administration CommitteeRECOMMENDED
SFTVMU;SFDPNNFOEFE!\\VOBOJNPVT^
NPWFS;Bob Feidler, Supervisor
TFDPOEFS;Bob Long, Supervisor
BZFT;Bob Long, Carah Koch, Bob Feidler, Scott Counter
FYDVTFE;Paul Berning
Vote Confirmation.
St. Croix County Board of Supervisors Action:
Roll Call -Vote Requirement Majority of Supervisors Present
Christine Hines, County Clerk
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CHAPTER 2
RECORDS RETENTION AND DISPOSITION
2.01 PURPOSE. The purpose of this chapter is to establish a county-wide records retention
schedule and authorize destruction of county records pursuant to schedules on an annual
basis. Legal custodians of public records do not have the authority to destroy records
prior to the established retention period unless such records have been photographically
reproduced as original, pursuant to Wis. Stat. § 16.61(7), and any applicable section of
this Chapter.
2.02 AUTHORITY. Pursuant to Wis. Stat. § 19.21(5)(e), the county board may provide by
ordinance a program for the keeping, preservation, retention, and disposition of public
records.
2.03 DEFINITIONS.
(A) Authority. as defined in § 19.32(1) means any of the following having
custody of a record: a state or local office, elective official, agency, board, commission,
committee, council, department or public body corporate and politic created by the
constitution or by any law, ordinance, rule or order; a governmental or quasi-
governmental corporation except for the Bradley center sports and entertainment
corporation; a special purpose district; any court of law; the assembly or senate; a
nonprofit corporation which receives more than 50 percent of its funds from a county or a
municipality, as defined in s. 59.001 (3), and which provides services related to public
health or safety to the county or municipality; a university police department under
s. 175.42
(B) Legal custodian.
records, pursuant to Wis. Stat. § 19.33.
(C) Record. Ras defined in Wis. Stat. § 19.32(2) ny material on which
written, drawn, printed, spoken, visual, or electromagnetic information or electronically
generated or stored data is recorded or preserved, regardless of physical form or
but is not limited to, handwritten, typed, or printed pages, maps, charts, photographs,
films, recordings, tapes, optical discs, and any other medium on which electronically
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;
materials that are purely the personal property of the custodian and have no relation to his
or her office; materials to which access is limited by copyright, patent, or bequest; and
published materials in the possession of an authority other than a public library that are
available for sale, or that are available for inspection at a public librar
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2.04 RECORDS RETENTION/DISPOSITION SCHEDULE. St. Croix County shall retain
and dispose of all records pursuant to the County Records Retention/Disposition Schedule
2024, including all schedules (copies of which are on file with the County Clerk). If
the schedule does not identify a particular record, the minimum retention and time limits
set forth in any applicable state or federal statutes shall apply. If the schedule does not
identify a particular record and no other state or federal statute is applicable, then such
record shall be kept a minimum of seven (7) years as required by Wis. Stat. § 19.21(5)(c).
2.05 NOTICE TO WISCONSIN HISTORICAL SOCIETY. Pursuant to Wis. Stat. §
19.21(5)(d), prior to the destruction of any public record described in this Chapter, at
least sixty (60) daysprovided to the Wisconsin Historical
Society (WHS) unless notice is waived pursuant to the schedules contained within the
County Records Retention/Disposition Schedule 2024.
2.06 DESTRUCTION AFTER REQUEST FOR INSPECTION. No authority may destroy
any record at any time after the receipt of a request for inspection or copying of the
record under Wis. Stat. § 19.35(1) until after the request is granted or until at least 60
days after the date that the request is denied or, if the requester is a committed or
incarcerated person, until at least 90 days after the date that the request is denied. If an
authority receives written notice that an action relating to a record has been commenced
pursuant to Wis. Stat. § 19.37, the record may not be destroyed until after the order of the
court in relation to such record is issued and the deadline for appealing that order has
passed, or, if appealed, until after the order of the court hearing the appeal is issued. If the
court orders the production of any record and the order is not appealed, the record may
not be destroyed until after the request for inspection or copying is granted.
2.07 DESTRUCTION PENDING LITIGATION OR AUDIT. No record subject to
pending litigation or audit shall be destroyed until the litigation or audit has been
resolved.
2.08 ELECTRONIC STORAGE OF DEPARTMENT RECORDS. Pursuant to Wis. Stat. §
19.21(4)(c), an authority may keep and preserve public records through electronic format
provided that the applicable standards established in Wis. Stat. §§ 16.61(7) and 16.612
are met. An authority should consider factors such as retention periods and estimated
costs and benefits of converting records to an electronic format. After verification, paper
records converted to electronic format should be destroyed.
2.09 REVIEW AND APPROVAL BY WISCONSIN PUBLIC RECORDS BOARD. The
County Records Retention/Disposition Schedule 2024 has been reviewed and approved
by the Wisconsin Public Records Board (WPRB).
2.10 AMENDMENTS TO CHAPTER. Any future amendments, revisions, or modifications
of Wisconsin Statute Chapters 16 and 19 are incorporated herein and are intended to be
made part of this Chapter as such amendments, revisions, or modifications are made to
said Statutes.
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2.11 EFFECTIVE DATE. This Chapter shall take effect and be in force from and after its
proper passage and publication pursuant to Wisconsin Law.
Approved by State Public Records & Forms Board February 17, 1993
Adopted by St. Croix County Board of Supervisors March 16, 1993 Ordinance No. 316(93)
Amended and Approved by State Public Records & Forms Board June 1, 2004 (Notification
received from SPRFB on January 13, 2005)
Adopted by St. Croix County Board of Supervisors March 15, 2005 Ordinance No. 684(2005)
Adopted by St. Croix County Board of Supervisors March 4, 2014 Ordinance No. 829(2014)
Approved by Wisconsin Public Records Board March 26, 2014
Approved by Wisconsin Public Records Board December 12, 2023
Adopted by St. Croix County Board of Supervisors February 6, 2024 Ordinance No. __(2024)
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her persons
ansaction of
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rnments.
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mail), data
-
and approved by
to,
sion or control of the officer or
governments and provides
separate Records Disposition
a
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by Wisconsin county governments, but must
require
that must be submitted
ecorded or preserved, regardless of physical form or
unit
include records which are unique to the mission of a single
not
the schedule does not require county governments
formatted documents, or other documentary materials, regardless of
and other types of electronic records and information systems
a specific government
. Adopting
effective management of records commonly found in county gove
-
neral schedule may
, text messages,
on is responsible for creating a RDA
the mission of
This ge
This schedule was developed following guidelines for complying with legal, fiscal, and archival
must also meet the standards and requirements for the management of electronic records outlined in
!
Counties
. The department or institutiintended to serve as guidance for records that are created or received
Records that are unique to
.
.
!
12
Adm.
or other formats. The schedule applies to all records: born digital (including those created or transmitted via e
ntained by agencies.
Bqqmjdbcjmjuz
ounty GRS) upon adoption, provides legal authorization to dispose of records on a regularly scheduled basis. The schedule ser
Page
Jouspevdujpo
|
J/! Records are a basic tool of transacting business on behalf of all local government units. They are the foundation for governmaccountability. Records management is regulated by Wisconsin
state law, and accordingly, the County General Records Schedule (Cas a mechanism for consistent retention and disposition of similar types of records across all assurance of accountability
to the public.requirements for records retention and facilitates costvisual, or electromagnetic information or electronically generated or stored data is rmaps, photographs, films,
recordings, optical discs, electronically physical form or characteristics, made or received by any state agency or its officers or employees in connection with the trgovernment unitAuthorization
(RDA)Public Records Board (PRB).!JJ/! The County GRS is first be formally adopted for use before it can be appliedany record series that they currently do not produce.Records retention
guidelines apply regardless of record format. Records covered by the County GRS may be retained in electronpaper,contained in database systems, tapes/cartridgesmaiChapter !1
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IX
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Qbdlfu!Qh/!59
by the
to create and
See Section V for
option
at. § 19.21(5), which
hedule.
It is the intention of the
previously approved ordinances for
002) form to:
y
-
An
below for more information.
Please consult the PRB webpage on
; and
does not replace the
nsin Public Records Board (PRB).
as their official schedule.
osition of records common to most municipal governments;
The Wisco
ords across all counties
rec
.
rds management responsibilities of records creators.
inances. See Additional Options section
for more information and instructions.
reco
management
to adopt the schedule for use and this schedule
:
to develop and obtain Wisconsin Public Records Board approval of records
ecords
Municipalities
SIMPLIFY the
and
counties
ective r
t an ordinance adopting the County GRS
rough the creation of ord
records management by:
eff
-
:
Counties
e covered under the County GRS should be superseded.
!
for
:
State ArchivistWisconsin Historical Society816 State St.Madison, WI 53706
!
ounties should enac
Providing clear and uniform guidance for the retention and dispEliminating the need for retention/disposition schedules;Facilitating uniformity in the retention and disposition ofPromoting
the costSubmit the original and two copies of the Notification of General Schedules Adoption (PRB A signed copy will be returned once the form is approved by Crecords that arCounty
governments may adopt the PRB approved General Records Schedules to supplement the County GRS. See Section for more information.Specific schedules may also be set by Records Disposition
Authorizations (RDAs). Information
nty GRS to streamline
Jnqmfnfoubujpo
!
Page
/
|
JJJ/!Qvsqptf Record schedules are intended to Cou!JW County governments ARE NOT requiredadopt records schedules th To adopt the Schedule Records not covered by the County GRSRecords
created by counties that are not listed in this schedule should be retained in accordance with Wis. Stgenerally sets the minimum retention at 7 years, unless otherwise set by another
statute or a different retention is approvedPRB. Counties may retain any previous PRB approved schedules for records not covered by the County Scinformation regarding final disposition
of records not scheduled in the County GRS. Additional Options 2
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Notifying the
dispose
nformation
expired.
period for a
days prior to the
-
not
nty GRS indicates if notification is
g, or anticipated legal proceeding.
Historical Society should be
including, but not limited to names, addresses, social
)
are not specifically set by state statutes CANNOT be
records may not be transferred to local historical societies
, or statutorily required time periods have
county
fulfilled
. Obsolete
Records that are held beyond their retention period but are not destroyed are
. Retention periods that
: Per Wis. Stat. § 19.23(2), the Wisconsin Historical Society assumes title control
(c)
: the waived designation does not apply. Notification should be given on any records 75
ose to hire an outside vendor to handle the process of disposing of confidential i
formation it must be destroyed confidentially. This means that these records must be disposed
ermanent.
have been indicated in the schedule as having been waived.
p
for information on this process
: Waived records or records declined for transfer to the Wisconsin
not be destroyed if any of the following conditions apply:
records request has been received and not
!
public
The Wisconsin Historical Society has determined the record series has low historical value and waived the notification
Counties are required to send written notification to the Wisconsin Historical Society before destruction. See
on period.
indicates that the retention is
Counties that choose not to adopt the County GRS are still required to schedule the destruction of obsolete records through ordinance as stated in Wis. Stat. § 19.21(5)scheduled for
less than 7 years without approval from the PRB.Xbjwfe;period as indicated Wis. Stat. § 19.21(5)(d)(1). Waived may be destroyed without giving notification once they pass the requiretenti
Opujgz;Wisconsin Historical Society O0B;Records are required for financial or performance audits either currently underway or known to be planned.A related If records contain confidential
informasecurity numbers, and banking inof in a way that renders them unreadable and unable to be reconstructed. Typically, this can be achieved by cross cut shreddior pulping. Many
organizations cho Opuf!po!sfdpset!pmefs!uibo!86!zfbst years or older regardless if they
Page
|
!W/!Gjobm!Ejtqptjujpo Wis. Stat. § 19.21(5)(d)(1) requires that county governments must notify the Wisconsin Historical Society at least 60destruction of all public records for inclusion
in the state archives. The Society has the ability to waive the notification records series in instances when the historical value is low. The WHS Notification field in the Courequired
for a particular series. Counties may destroy public records ONLY after they have passed their required retention period. Records that have passed theretention period should Destroying
obsolete recordsin a manner that ensures they are completely destroyed.still subject to all public records laws.Transferring Records to Wisconsin Historical Societyand public records
responsibility of all transferred records 3
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providing the
by the series are
identify any record
term business value.
-
Wis. Stat. §
a cross walk between new
GRS will
is
Th
provides
.
ious RDA number,
hat were previously identified
A record series should be identified as
.
that so requires. If in doubt as to whether or not a
mail directories; d) record series pertaining exclusively
-
legal counsel
is unable to maintain these records.
your agency
eing official holders of title.
If in doubt as to whether a specific record series contains PII, check
c) telephone or e
.
other institutions can hold title to public records. Only the records creators county
that
, or other legal authority
ervation of these records. The Wisconsin Historical Society will, in certain
disclosure, however, there are exceptions
number has been used to cover records t
titled
mailing lists;
table
term pres
or RDA
-
is confidential, check with
!
Stat. § 19.62(5)
administrative rule
,
programs; b)
When revising a GRS, an attempt is made to retain the prev
.
y are identified in statutes as b
.
following GRS
consinrecord series
.
record series that contains PII incidental to the primary purpose for which the records series was created
Wis
.
!
information required by law to be kept confidential or specifically required to be protected from public access,
authorities to specifically identify certain record series within a general records schedule that contain Personally
if not all records in the series contain confidential information and not all parts of records covered
, requires that record series within a schedule containing the following types of PII need not be identified as such: a) the lating to state agency procurement or budgeting, or content
in that record,
means that a new
The last column in the
agency legal counsel
are responsible for ensuring the long
superseded RDA numbers
pobmmz!Jefoujgjbcmf!Jogpsnbujpo
ly.
that may contain
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or other repositories because the statutes do not specify and the Wisconsin Historical Societ Counties WJ Wisconsin law requires Identifiable Information (PII)16.61(3)(u)(2)results of
certain computer matchingto agency employees; and e) andwith !JW/! Most records are not confidential and are open to public series identifying the state or federal statutespecific recordconfidential
evenconfidential. W/! differentand underlying records remain the same!4
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ies within the
. Courts are required to give
Information on adopting schedules can be found
to be closed.
to augment the County GRS. These additional schedules have been
record series
Schedules
which specifies the retention periods for court records
!
.
to destroying obsolete records.
Records
al
information on other record series in approved GRSs which may relate to the broader
Gener
previously included
It may not however contain a complete listing of all records series used within your agency
some
provides
Supreme Court Rule 72,
government.
section
!
!
he option of adopting
it is common for
S
the Wisconsin Historical Society prior
a GR
he PRB for state agency use, but may also be adopted by local units of government.
Counties and Municipalities Resource Webpage
governments have t
Court Records are scheduled by
ment.
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|
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records. WJJ/! When revising containing docu WJJJ/! JY/!Beejujpobm!Tdifevmft Countyapproved by ton the PRB Circuit 60 5
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Wis. Stat. Wis. Stat.
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ch 51
§ 905.03
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from the immigration society and itemized billsGovernor appointments, elected officials, county board of supervisors, committee appointments, county park commissioners, appointment
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County Construction and remodeling plansRecords pertaining to properties the county has condemned and burning and demolition permits and inventoriesDocuments related to Medicare reimbursementsCustome
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care coordination records, family care, health check well reports, home care record, immunization recordsRecords pertaining to term support, records, family care records, well child
check, home care record, immunization recordsThis is a report showing how many people were serviced at fair events and the type of services provided, the record itself is part of the
client file
!
!
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lient index card files, client listing, client
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of pools and hot tubs in hotels and other recreational facilities, it also includes public swimming water.Census sheetsClogsDocumentation reportsResident permission slips
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records, Child Welfare (CW) case records, intake & shared services client records, intake access contact listingCPS case records, YJ case records, Kinship Care recordsClient listing,
client log
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YesYesYesYesYesYes
92.12
48.396
63.15 and63.15 and63.15 and63.15 and
Code chs.
DHS 92.12DHS 92.12DHS 92.12
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the year and retained through state reporting
-
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Long Term Care Client Records Developmentally DisabledClinical Services Division Client RecordsCommunity Support Program (CSP) Admissions, Referrals, and Discharge LogsCommunity Support
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N/AEvent is the date of sEvent is the date supersededEvent is the date supersededEvent is the end of current yearEvent is the end of current yearN/AEvent is the date terminatedEvent
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NoNoNoNoNoNo
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63.15 and63.15 and
DHS 92.12DHS 92.12
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pertaining to the treatment of
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to receive treatment and or placement in a group homeClient attendance sheetReports clients for statistical purposes and reimbursementAn index of diseases treatedEmployee blood born
pathogen recordsHospital census sheets and demographic records
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N/AEvent is the date terminatedEvent is the end of current yearEvent is the end of current yearEvent is the date the survey is completeEvent is the end of current yearEvent is the date
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documentation for monitoring
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-
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Medical staff credential files with disciplinary actionMedical staff credential files without disciplinary actionWork schedulesOBRA Screening (Omnibus Budget Reconciliation Act)Surveys
received from clientsPayment information for clientVouchers used for small items to assist clientsA registry of all attending physiciansActions taken to ensure process are efficient
and client needs are metLogs and staffSurvey of treatment for state medical assistance programsAny animal bite that is associated with a possible rabies bite is documented in a stateDisease
Surveillance System
!
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Medical Staff Credential Files With Disciplinary ActionMedical Staff Credential Files Without Disciplinary ActionNursing SchedulesOBRA Screening (Omnibus Budget Reconciliation Act)Patient
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goods being sold
Logs are kept for all animal bites that result in a Rabies test. This log is just for our own documentation purposes and the data is entered into the stateWisconsin Electronic Disease
Surveillance SystemAgent of the State Program Evaluations from Department of Agriculture, Trade, and Consumer Protection.Documentation for food serving establishments in the County
with a licenseComplaints from the public regarding food borne illnesses that may be associated with an establishment as required by the DATCP Any documentation related to cost associated
with food samples provided and tested during a All inspection results associated with Hotels and Motels in the County as part of the DATCP Inspection ProgramInspection reports & permits
for handLead inspections of homes where children reside who have elevated blood lead levels Noted in childrenList and possible inspection information associated with the DATCP Inspection
Program.List and possible inspection information associated with recreational as part of the DATCP Inspection Program.Reports for reimbursement through the DATCP Inspection Program.
-
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Animal Bite LogEnvironmental Department AuditFood & Liquor License EstablishmentsFood Borne Illness / Establishment Complaint FilesFood Sample Reimbursement DocumentationHotel / Motel
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!!!!!!!!!!!
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!
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!
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its findings through the DATCP All inspection findings of swimming pools.DrVaccines for Children Program.Logs of well inspections completed. Notes, logs and surveys. Public assistance
and children and family services records not listed elsewhere
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49 case records & other materials of all public assistance kept as
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and destroy confidential
!
No
49.8349.83
YesYesYesYes
§§§ 56.10§ 56.10
Ch. 49 & Ch. 49 &
59.52(4)(a) 59.52(4)(a)
directives
directives
Wis. Stat. Wis. Stat. Wis. Stat. Wis. Stat.
Wis. DHS Wis. DHS
Wis. Adm. Wis. Adm.
DCF and/or DCF and/or
)Tff!JW/!bcpwf*
Dpogjefoujbm§§
Ch. DCF 121 Ch. DCF 121
18 Wis. Stats., 18 Wis. Stats.,
Code, and Wis. Code, and Wis.
!
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CNTY401
(2) above & (3) above
fraudulent claims for
.
CNTY401 CNTY401
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pertaining to fraudulent claims for
in CRN
1) All data forms: case determination
(sheets worksheets; medical assistance certification sheets; sheets which document the verification of changeable items, such as income or health status; correspondence to & from applicants
& recipients; & any other docto support income maintenance agency decisions (2) Sheets which document the verification of unchangeable items, such as social security numbers, birth
dates, & citizenship (3) financial record for all payments not on file(1) records specified in above (2) Most recent data form, records specified in materials relating to any lack of
cooperation on the part of the recipient (3) Most recent data form & record specified in Records pertaining to unfounded claims for public assistanceRecords public assistance to be
prosecutedRecords pertaining to public assistance to be monitored
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No
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§ 56.10§ 56.10§ 56.10§ 56.10§ 56.10
Wis. Stat. Wis. Stat. Wis. Stat. Wis. Stat. Wis. Stat.
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for assessment valuation, includes sales assessments.Illegal tax certificates charged back to local tax districtsParcel identification numbers that have been discontinued through combining
parcels or rehistory of the parcel is used to review discrepancies in legal disputes.Reports detailing local Includes iDocumentation of application for lottery credit to be applied
to taxesNotices of tax apportionments that are received copies of notices of tax apportionment that are sent to local taxing districtsNotices of application, certificates of nonoccupancy,
proofs of service, tax certificates in conjunction with taking of tax deed
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Wis. Stat. Wis. Stat. Wis. Stat.
§ 45.04(3)§ 45.04(3)§ 45.04(3)
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discharge papers, personal correspondence, statements for benefitsDeployment records, performance reports, service treatment records, all records countryShort term temporary or oneassistance
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listing of changes to this GRS.
A
!
Epidemiologist
!
!
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Autism Records
!
!
-
!
!
!
!
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Local Copy (Original to State
-
up
A closed series contains records that are no longer created, nor are they expected to be in the future.
-
!
Care Coordination: AdultChild Long Term Support W.I.C. State ReportsClinic Record, blood pressure formsFamily Care Record: AdultFamily Care Record: Minor
!
Ups
-
!!!!!
Patient Database
-
Security LogsHospital Fiscal SurveyAgency Program EvaluationCommunicable Disease Outbreak Records \[DOH 4142 & is complete DOH 9081\] (Original to State Epidemiologist)Hep. B / TB Case
RecordsSTD Report (4343) Any record subject to audit, claim, or litigationReference MaterialsTickler files, followDepartment FilesDNR LicenseFactors Database ProgramInAdoption RecordsBackGuidebooks
& Trail Information
!
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!!
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series
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Administrative Records GRS.Administrative Records GRS.Administrative Records GRS.
!
Supersede with adult client record seriesSupersede with child client record seriesSupersede with adult or child client record series as appropriateSupersede with adult client record
seriesSupersede with child client record Supersede with Administrative Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Administrative Records GRS.Supersede
with Supersede with Facilities, Purchasing, and Risk GRSs.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede
with Administrative Records GRS.Supersede with Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede
with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede
with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.
!
!
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listing of changes to this GRS.
A
Elected Official
!
!
Responses
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!
!
!
General Staff
Senior Level or
-
Final Draft
Health Check / Well Child: AdultHealth Check / Well Child: MinorHome Care RecordImmunization Record: AdultImmunization Record: MinorAgendasAuditsBoiler Plate FormsCalendarsContracts
and AgreementsCorrespondence Correspondence GrantsInternal Policies and ProceduresMailing ListsMemorandums of Understanding (MOU) & Service Level Agreements (SLA)MinutesOpen Records
Requests and Organizational ChartOrganizational PlanningPress/News ReleasesRecords Retention SchedulesReports (Annual)Reports (Monthly)Strategic PlanStudies
!
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!
Related Records GRS.
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Facilities and Related Records GRS.
Superseded by SRC 72Superseded by DA RDAsSupersede with Administrative Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Administrative Records GRS.Supersede
with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records
GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Fiscal GRS. Supersede with Fiscal and Accounting
Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Risk and Related Records GRS.Supersede with Facilities
and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede
with Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Supersede with Facilities and Related Records
GRS.Supersede with Facilities and Related Records GRS.
!
)
evidentiary)
-
!
Sfwjtjpo!Ijtupsz
listing of changes to this GRS.
A
Built DrawingsBuilt Drawings (Historically SignificantBuilt Drawings
---
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Files
Reports
Control List
Court RecordsDA RecordsAnnual Grant ApplicationAudits, Community Block GrantGrant AwardsAccess BlueprintsBuilding, Facilities, & Grounds DataCounty Construction Plans: Final AsCounty
Construction Plans: Final AsCounty Construction Plans: Final AsConstructions SubmittalsEnvironmental Health & Safety RecordsEquipment, Systems & Vehicle ManualsFixed AssetsIncident
InventoriesMaintenance Job Order Data SheetMaster Project Material Safety Data SheetsMonitoring and Surveillance Recordings (facility/nonWarranty RecordsAsbestos FilesCleaning LogInspection
Cleaning ReportsInspection Reports (Elevator, etc)
!
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:/4/c
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!
Procurement Records
&
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Facilities and Related Records GRS.
Supersede with Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede
with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records
GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting
Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal
and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede
with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records
GRS.Supersede with Purchasing GRS.Supersede with Fiscal and Accounting Records GRS.
!
!
Sfwjtjpo!Ijtupsz
listing of changes to this GRS.
A
Sfdpse!Tfsjft!Ujumf
Delinquent and Uncollectable Accounts
-
Books
Accounts (Object Codes)
Files
Key Number ListingNatural Gas Usage ManualParks, substations & highway building survey reports / yearlyProject Project LogAudit ReportsAuthorization/Approval for Purchasing CardsCredit
Card Receipts or Information Received from SalesAccounts PayableAccounts ReceivableBank RecordsBalancing ReportChart of Collection & Disbursement ReportsCollection Case Files Income
Tax RecordsChecksCancelled and Unpaid Check ReportForgery and Stop Payment RecordsFund TransfersDeposit Tickets and Journal Entries and General LedgerProbate Fees ReportPurchase Orders
and RequisitionsVendor InformationWires, Bank
!
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:/4/c
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!
Related Records GRS.
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Fiscal and Accounting Records GRS.
Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Supersede with Fiscal and Accounting Records GRS.Supersede with Budget
and Fiscal GRS. Supersede with Budget and Related Records GRS.Supersede with Administrative Records GRS.Supersede with Budget and Related Records GRS.Supersede with Fiscal and Accounting
Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede
with Administrative Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede
with Administrative Records GRS.Supersede with Risk and Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Administrative
Records GRS.Supersede with Administrative Records GRS.Supersede with Payroll and Related Records GRS.Supersede with Human Resources and Related Records GRS.
-
!
!
(Allotments)
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Special Federal RequirementsProjects Not Funded with Tax
listing of changes to this GRS.
A
s
Sfdpse!Tfsjft!Ujumf
Accounts Payable RecordsAccounts Payable RecordsProject Budget Transactions
Developments
---
Cancelled
(Community Aids Reporting System) Reports
BondsBonds Capital AccountingCapital AccountingExempt DebtCapital AccountingBudgetPolicies and Procedures Related to BudgetingBudget Documents/ Accounts receivable client recordsBankruptcy
ReportsCARS Cash Grant VouchersCertification of Destruction (Records)Daily Report ActivitiesDaily Deposit SpreadsheetsEmployee Expense AccountsFiscal Records, Billing, BudgetGrant Reconciliation
Working PapersIncident / Injury ReportsPatient Billing Activity LogsReconciliation Working papersWisconsin Fund Grant Program FileMonthly Clinic Statistic ReportRequests for Leave,
employeeEmployee Training Log
!
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GRS.
!
Accounting Records GRS.
Related Records GRS.
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Facilities and Related Records GRS.Administrative Records GRS.
Supersede with Human Resources and Related Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting
Records GRS.Supersede with Supersede with Administrative GRS. Supersede with Administrative GRS.Supersede with Risk and Supersede with Administrative Records GRS.Supersede with Administrative
Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative Records GRS.Supersede
with Fiscal and Accounting Records GRS.Supersede with Fiscal and Supersede with Fiscal and Accounting Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Fiscal
and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Administrative Records Supersede with Administrative Records GRS.Supersede with Administrative
Records GRS.Supersede with Supersede with Fiscal and Accounting Records GRS.Supersede with Administrative Records GRS.
!
!
Sfwjtjpo!Ijtupsz
listing of changes to this GRS.
A
Sfdpse!Tfsjft!Ujumf
ReportsCDBG (Community Development Block Grant)Home
--
Employee Training RecordsPayee Financial and Billing RecordsReceiptsFinancial ReportsContinuity of Operations (CCOP)/Continuity of Government (COG) PlansEmergency Planning GrantsHazardous
Substance InformationWorker's Compensation ClaimBoard and Commission Appointments/Confirmation (if required)Message to the BoardHUD Grantee Performance Labor Standard ProjectsSub Grantee
Project Files Sub Grantee Project Files Client Donation DepositsContract Provider Billing Reports, invoicesDay Care Client BillingLong Term Redesign ProjectMedicare Vans, weekly billingsProgram
Monitor Evaluation (PME) Billing Reports, invoicesProject Files, special eventsReports, specialized transportation / otherSenior Dining Supply Usage ReportsShared taxi Monthly ReportTitle
XIX Billing StatementsVolunteer Monthly Reports
!
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Records
Qbdlfu!Qh/!:8
!
Procurement Records Procurement Records
Related Records GRS.
Sfwjtjpo!Nbef
Administrative Records GRS.Fleet and Related Records GRS.
Supersede with Supersede with Human Resources and Related Records GRS.Supersede with Fleet and Related Records GRS.Supersede with Supersede with Administrative Records GRS.Supersede
with Fleet and Related Records GRS.Supersede with Fleet and Supersede with Purchasing and Procurement Records GRS.Supersede with Purchasing and GRS.Supersede with Purchasing and Procurement
Records GRS.Supersede with Purchasing and Procurement Records GRS.Supersede with Purchasing and Procurement Records GRS.Supersede with Purchasing and Procurement Records GRS.Supersede
with Purchasing and GRS.Supersede with Purchasing and Procurement Records GRS.Supersede with Purchasing and Procurement Records GRS.Supersede with Purchasing and Procurement Records
GRS.Supersede with Human Resources and Related Records GRS.Supersede with Human Resources and Related GRS.Supersede with Administrative Records GRS.Supersede with Human Resources and
Related Records GRS.
!
!
Sfwjtjpo!Ijtupsz
listing of changes to this GRS.
A
Sfdpse!Tfsjft!Ujumf
Responsibility, unsuccessful bidders
4 Reports
-
Radon GrantsDrug & Alcohol Testing RecordsFuel Usage RecordsMachinery, time sheetsState Gas ReportsVehicle Maintenance HistoriesVehicle Usage ReportsAffidavit of organization & authority,
successful biddersAffidavit of organization & authority, unsuccessful biddersBid TabulationsBidder's Proof of Responsibility, successful biddersBidder's Proof of Bids, successfulBids,
unsuccessfulNotice to Contractors, successful biddersNotice to Contractors, unsuccessful biddersPerformance BondBackground ChecksDepartment Training RecordsDirectives & PoliciesEEO
!
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!
51
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:/4/c
Records
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!
Related Records GRS.
Sfwjtjpo!Nbef
Supersede with Risk and Related Records GRS.Supersede with Human Resources and Related Records GRS.Supersede with Human Resources and Related Records GRS.Supersede with Human Resources
and Related Records GRS.Supersede with Human Resources and Related Records GRS.Supersede with Human Resources and Related Records GRS.Supersede with Administrative Records GRS.Supersede
with Human Resources and Related Records GRS.Supersede with Human Resources and Related Records GRS.Supersede with Human Resources and Related Records GRS.Supersede with Human Resources
and Related GRS.Supersede with Risk and Related Records GRS.Supersede with Payroll and Related Records GRS.Supersede with Payroll and Supersede with Payroll and Related Records GRS.Supersede
with Payroll and Related Records GRS.Supersede with Payroll and Related Records GRS.Supersede with Payroll and Related Records GRS.Supersede with Fiscal and Payroll GRS. Supersede with
Fiscal and Accounting Records GRS.Supersede with Human Resources and Related Records GRS.
!
!
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listing of changes to this GRS.
A
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off or termination, terms of compensation, & selection or
Participant Records
Injury Report PacketsObsolete Job Descriptions & any other personnel or employment records made or kept, including but not limited to, application forms or test papers by applicants
& other records or decisions pertaining to hiring, promotion, demotion, transfer, laytrainingPerformance Evaluations & Medical RecordsPersonnel FilesPersonnel GrievancesPersonnel Job
DescriptionsPersonnel Policy and Procedures ManualPersonnel RecruitmentProfessional Affiliations / AssociationsTrainingUnion Contracts & Grievance, Mediation & Arbitration RecordsAccrued
Paid Leave CreditDeferred Compensation RecordsGarnishment RecordsPayroll RecordsRetirement RecordsTime CardsWithholdingsThird Party Recovery RecordsJOBS
!
!!!!!!!!!!!!!!!!!!!!!
202320232023202320232023202320232023202320232023202320232023202320232023202320232023
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52
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:/4/c
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Records GRS.
!
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Information Technology and Related Administrative Records GRS.
Supersede with Information Technology and Related Records GRS.Supersede with Records GRS.Supersede with Purchasing and Procurement Records GRS.Supersede with Administrative Records GRS.Supersede
with Administrative Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Facilities and Related Records GRS.Supersede
with Facilities and Related Records GRS.Supersede with Facilities and Related Supersede with Administrative Records GRS.Supersede with Human Resources and Related Records GRS.Supersede
with Supersede with Purchasing and Procurement Records GRS.Supersede with Administrative Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Administrative
Records GRS.Supersede with Administrative and Purchasing GRS. Supersede with Facilities and Related Records GRS.Supersede with Administrative Records GRS.Supersede with Administrative
Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.Supersede with Fiscal and Accounting Records GRS.
!
!
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listing of changes to this GRS.
A
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Hazardous Waste (Clean Sweep)
Construction Documents / Specifications / Drawings
Conservation Grants
Telephone Call RecordsTelecom Maintenance Work Order Files and LogsCounty Mining and Yard Waste ContractsInterdepartmental AgreementsLand Log, Chemical ApplicationsMaster Park PlanPlans
/ Safety Inspection ReportSite PlansStudy, departmental fee ratesVolunteer InformationCounty Compost Facility ReportsCounty Landfill AgreementsHazardous Waste Collection Grant Program
FilesHousehold Recycling GrantsService Agreement (MRF)Solid Waste Management PlanProject, Redistricting, ReapportionmentPlanning and Zoning Committee RecordsProcess, deposit receiptsAccount
work sheetsBond Receipts
!
!!!!!!!!!!!!!!!!!!!!!!!!
202320232023202320232023202320232023202320232023202320232023202320232023202320232023202320232023
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202020202020202020202020202020202020202020202020
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53
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Records GRS.Records GRS.
!
!
Accounting Records GRS.
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Fiscal and Accounting Records GRS.
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Supersede with Purchasing and Procurement Records GRS.Supersede with Facilities and Related Supersede with Fiscal and Accounting Records GRS.Supersede with Facilities and Related Records
GRS.Supersede with Facilities and Related Supersede with Facilities and Related Records GRS.Supersede with Purchasing and Procurement Records GRS.Supersede with Fiscal and Supersede
with Fiscal and Accounting Records GRS.Supersede with Human Resources and Related Records GRS.Supersede with Supersede with Fiscal and Accounting Records GRS.Supersede with Administrative
Records GRS.Supersede with Facilities and Related Records GRS.Supersede with Administrative Records GRS.
!
!
!!
!
of this function of government. It may not however contain a complete listing of all
.
the broader functional area of this GRS. These record series are listed to facilitate a
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listing of changes to this GRS.
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Audio/Video
-
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!!
Contract Employee FilesFire Equipment & Inspection ReportJail billingSurveillance RecordingsVisitor LogBlueprintsContract Municipality LogsMoney Transfer Log, Front DeskPetty Cash VouchersEmergency
Personnel Employee RecordsTax ReceiptsTax sales records, including sale of tax deeded landsCommemorative Event InformationGrave Registration FilesMonthly Forms Tally Sheet
!
!
!!!!!!!!!!!!!!!
202320232023202320232023202320232023202320232023202320232023
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series used within your agency for these types of business records
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!
Information on other record series in approved GRSs which may relate to more complete understanding of all the record series within the broad scoperecords!!
54
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32-!3143
!
, 2022
1
!!!!!
Nbsdi
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boe!Sfmbufe!Sfdpset
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by the Public Records Board:
ed
March 2
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vents, and
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E
er
created or
ain Personally
the University of
administration,
,
both
raining and
tration
T
Wis. Stat. §
Records that are unique to
.
ecords,
. The department or institution is
R
or media.
Sections included in this schedule are:
the information contained in records
rogram
P
government unit
ctories; d) record series pertaining exclusively
Wis. Stat. § 16.61
eporting,
To safeguard
Authorization (RDA)
mail dire
.
-
R
Public Records Board (PRB).
the
,
formats. Electronic format examples include those
ds Board.
records. Records in this schedule pertain to
ecords regardless of format
r
tapes/cartridges
c) telephone or e
related
ommunication and
, or other
and
C
ve
and approved by
, program management related records.
to,
!
or audits currently underway or known to be planned.
administrative
,
for additional information about how to use this schedule. In particular please
lude the authorized destruction of documents in the normal course of business
electronic
separate Records Disposition .
mailing lists;
,
a
overnance,
G
and administrati
in paper
require
!
Stat. § 19.62(5)
ion
unit
tructure,
S
ongoing legal holds
consin
,
include records which are unique to the mission of a single that must be submitted
Wis
.
not
)
Admin. Code ch. Admin 12
The schedule is applicable to
in electronic format, agencies must meet the standards and requirements for the management of electronic
data contained in database systems,
.
,
rganization and
Wis.
O
mail
-
a specific government , requires that record series within a schedule containing the following types of PII need not be identified as such: a) the
Wis. Stat. § 16.61(2)(b)
exclusively
elated,
R
Introduction to General Records Schedules
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level position related records, and administrative
-
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perational.
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|
J/!This schedule governs the records retention obligations of state agencies pursuant to as defined in This schedule covers records which most state agencies, including the University
of Wisconsin System AdminisWisconsin Institutions, all Wisconsin counties, municipalities and other units of local government create and use to administadministrative recordsThis schedule
governs both administrathigherPOThis general schedule may the mission of responsible for creating a RDA See the review the restrictions on conditions that might precincluding open
records requestsThis schedule goes into effect upon final approval by the Public Recor JJ/!Records covered in this schedule may be transmitted via emaintained records outlined in JJJ/!Wisconsin
law requires authorities to specifically identify certain record series within a general records schedule that contIdentifiable Information (PII16.61(3)(u)(2)results of certain computer
matching programs; b) 1
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cord
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providing the
identify any re
a cross walk between new
ubt as to whether or not a
GRS will
f all the record series within the
is
Th
provides
.
A record series should be identified as
.
t all parts of records covered by the series are d in this document.
so requires. If in do
that
legal counsel
to be closed.
authority
oubt as to whether a specific record series contains PII, check
your agency
record series
If in d
.
, or other legal
number has been used to cover records that were previously identified
titled
table
information on other record series in approved GRSs which may relate to the broader
or RDA
previously included
It may not however contain a complete listing of all records series used within your agency
is confidential, check with
some
administrative ruleprovides
!
,
When revising a GRS, an attempt is made to retain the previous RDA number,
.
.
following GRS
record series
.
section
record series that contains PII incidental to the primary purpose for which the records series was created
!
information required by law to be kept confidential or specifically required to be protected from public access,
!
it is common for
a GRS
, or content in that record,
means that a new
The last column in the
records that are no longer created, nor are they expected to be in t
agency legal counsel
superseded RDA numbers
ly.
that may contain
those relating to state agency procurement or budgeting
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to agency employees; and e) andwith JW/!Most records are not confidential and are open to public disclosure, however, there are exceptionsseries identifying the state or federal statutespecific
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of this GRS. These record series are listed to facilitate a more complete understanding obroad scope of this function of government. for these types of business records.WJJ/!When revising
containing document.WJJJ/!2
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work unit level.include, but not limited to,reports explaining the changes, internal analysis of changes, new organizational charts or roles and responsibilities.
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This series does not include the final approved rules which are maintained by the Legislature. Closed session materials may be confidential under Wis. Stat. § 19.85(1)must be identified
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y include, but not limited
perating rules
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iscal estimates, orders and
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subcommittees, established by legislation or Mato, mappointment notifications,coresponsibilitiesmeeting notes and attached documentationipresentations
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§
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all accounts,
ay include, but
985.01(2)
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ay include, but not limited
ecords
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ncludes
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including records identifying the amount of time that is spent on lobbying each dayas described by 13.68(5)Irequired by law or by ordermethods as described by Wis. Stat. Mto, ordinances,
resolutions, financial statement, budgets and proceedings intended to give notice in an areaof public hearings before a governmental body and notices of meetings of private and publinelections,
and facsimile ballotsinform the public that they may exercise a right within a designated period or by a designated date.
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Wis. Stat.
If requests are denied, records covered here include request denials and related justification, mediation, representations from third parties, recommendations, court orders, and reviews.
Does not include source records that are provided to fulfill the prequest. These must be held for a minimumunless informed otherwise by the court according to Wis. Stat. § 19.35(5)and
then resume their normal lifecyclunder their specific records schedule. Does not include tcompleted reports andmust be per 35.83libraries.
!
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27
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by the Public Records Board:
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iness
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ain Personally
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,
Wis. Stat. §
Records that are unique to
.
. The department or institution is
government unit
cords Board (PRB).
s of PII need not be identified as such: a) the
Wis. Stat. § 16.61
ow to use this schedule. In particular please
To safeguard the information contained in records
mail directories; d) record series pertaining exclusively
.
-
Public Re
way or known to be planned.
the
,
formats. Electronic format examples include those
tal to the primary purpose for which the records series was created
ecords regardless of format or media.
r
tapes/cartridges
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c) telephone or e
.
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and
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mailing lists;
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!
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unit
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ongoing legal holds
consin
,
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.
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Wis
The schedule is applicable to
.
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.
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in electronic format, agencies must meet the standards and requirements for the management of electronic
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,
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mail
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a specific government , requires that record series within a schedule containing the following type
Wis. Stat. § 16.61(2)(b)
exclusively
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d in
Introduction to General Records Schedules
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J/!This schedule governs the records retention obligations of state agencies pursuant to as defineThis schedule covers records which most sWisconsin Institutions, all Wisconsin counties,
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review the restrictions on conditions that might preclude the authorized destruction of documents in the normal course of busincluding open records requestsThis schedule goes into effect
upon final approval by the Public Records Board. JJ/!Records covered in this schedule may be transmitted via emaintained records outlined in JJJ/!Wisconsin law requires authorities
to specifically identify certain record series within a general records schedule that contIdentifiable Information (PII)individual through one or more identifiers or other information
or circ16.61(3)(u)(2)results of certain computer matching programs; b) to agency employees; and e) andwith !1
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ies within the
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, or other legal authority
number has been used to cover records that were previously identified
titled
table
information on other record series in approved GRS
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JW/!Most records are not confidential and are open to public disclosure, however, there are exceptionsseries identifying the state or federal statutespecific recordconfidential even
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The Budget Director File is the main file within the State Budget Office and in state agencies in which many official materials are maintained. It containsdocuments and further information
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Reports by the Department of Administration as required under Stat. § 16.54(8)allotted in excess of those approved in the biennial budget process. These reports contain the specific
agency namincrease over authorized amount and also an explanation of the increasethe related positionRecords include documentation policy documents preparationbiennial budget under
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Governor does these hearings as part of the biennial budget devel
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§ Dfull salary funding calculation under standard budget adjustments.Budget studies, reports, and developed relatplanning May include, but not limited to, surveys used to compare a
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positions, increased Term Employees (ongoing capital equipment needs and technical position consolidation. DINs may also be developed for proposed statutory language changes without
fiscal consequences. May include, but not limited to, final briefing papestatistics and calculations, worksheets, schedules, research materials, and supporting documents pertaining
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as the adjusted base year level of funds associated
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All documents related to the final biennial budget submission under Wis. Stat. § 16.42submitted to the State Budget Office, their forms or equivalents. May include, but not limited
to, Agency Budget RProjections/Balance Statement, Title Final Details Listing and Department Appropriation Structure File Maintenance, Department Summaries Form, Program Summaries Form,
and the Position Changes and Salary Documentation Worksheet.Records include materials prepared by budget staff to brief decisionmakers on initiatives contained in the biennial budget.
May include, but not limited to, issue papers, summaries, correspondence, briefings and other information.Bboard. summaries of all divisions, departments that exist and also details
what amounts of funds should be allocated to each of them Applies only to government units with boards which review and approve biennial budget requests before submittal to the
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Records related to establishing the base level annual operating budget each fiscal year. May include, but not limited to, initial dollar allotment and position allocation for each fiscal
year and travel and training plans within the organization.Records related to amendments and adjustments to annual operating budgets. May include, but not limited to, changes to budget
lines either selfinitiated by the government unit or that require external approval; requests and decisions on supplements for revenue restudies; mandatory lapses of approved budget
amounts; separate legislation passed into law that contains appropriated funds; supplements or requests under Stat. § 13.10under Wis. Stat. §§ 16.estimates under Wis. Stat. §
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§ 13.093(2)(a). May include, but not limited to, bill analyses, fiscal estimates and notes, final working docorrespondence. Meeting materials of the Joint Finance Committee established
under Stat. § 13.10 May include, but not limited to, agendas, minutesanalyses and recommendations.
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GRS. These record series are listed to facilitate a
expected to be in the future.
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of this function of government. It may not however contain a complete listing of all
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policies and procedures. Note: May also be called Administrative Practices or Directives. External policies/regulations/manuals, etc., must be retained under a programDetailed histories
of payroll and leave transactions. Records capture payroll and leave data. May include, but not limited to, timesheet, or equivalent, information, benefits statement, wage and tax statement
(W2) documents.Documents used to obtain agency approval to attend and/or register for specific classes and documentation that the person attended specific training programs.
!
these types of business records
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!!Information on other record series in approved GRSs which may relate to the broader functional area of this more complete understanding of all the record series within the broad scoperecords
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Weekly Payroll Detail)
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Approval of State Agency Travel
Policies and Procedures Related to Budgeting Employee/Position Report File Quarterly DOA Report to JFC on the Total Authorized Positions for Each State AgencyChapter 20 History (Interim
and Final)Executive Biennial BudgetExecutive Budget Veto MessagesExecutive Budget and Veto Briefing Documents Critical Payroll (Bi November 20 ReportAgency Administrative Rules External
and Training
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iness
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er
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es Management functions. The FMIC
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government unit
gineers, and contractors working on state
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To safeguard the information contained in records
.
Public Records Board (PRB).
the
,
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for
tapes/cartridges
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r
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and
and approved by
to,
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provides centralized support for Faciliti
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electronic
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include records which are unique to the mission of a single that must be submitted
not
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data contained in database systems,
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,
Wis. Admin. Code ch. Admin 12
A/E firms and contractors must register to gain Wisbuild access.
mail
2015, most state agencies are using STAR (PeopleSoft) as the infrastructure for finance, budget, procurement,
-
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Wis. Stat. § 16.61(2)(b)
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Introduction to General
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ated records Sfdpset!Gpsnbu
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J/!This schedule governs the records retention obligations of state agencies pursuant to as defined in This schedule covers Wisconsin Institutions, all Wisconsin counties, municipalities
and other units of local government create and use to administrelThis general schedule may the mission of responsible for See the review the restrictions on conditions that might preclude
the authorized destruction of documents in the normal course of busincluding open records reqThis schedule goes into effect upon final approval by the Public Records Board. JJ/!Records
covered in this schedule may be transmitted via emaintained records outlined in As of October 1, business intelligence and human resource functions. Theprovides a central clearinghouse
for obtaining information for over 30 state facilities managed by the Department of AdministWisBuild is an online project management tool which is available to staff, architects, enbuilding
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, however, there are exceptions
If in doubt as to whether a specific record series contains PII, check
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.
, or other legal authority
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or RDA
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is confidential, check with
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, requires that record series within a schedule containing the following types of PII need not be identified as such: a) the , or content in that record,
means that a new
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ose relating to state agency procurement or budgeting
ly.
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scope of this function offor these types of business records.!2
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and related documentation, which may include the final requests, project plans, space estimates, justifications, specifications, quotations for projects or furniture, copies of building
plans, floor layoudocumentation. Also includes the current space allocation plan.Parking permit applications, parking space assignments, waitlists and designated parking coordinators
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information and correlated to audits.List of tenant designated facility coordinators in state owned and leased buildings.Records document assignment of building access, temporary access
passes and access cards. Includes detailed data on the date, time and spedoors opened by specific cards. Also includes manual or automated logs documenting who was granted access to
a facility or secure areas within a facility.
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badges, name plates and/or photo identification as an employee or contractor.Detailed information for emergency situations and supporting documentation.
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Incident
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Approved
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ty of
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ain Personally
Wis. Stat. §
Records that are unique to
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ition,
cuments in the normal course of business
Wis. Stat. § 16.61
mail directories; d) record series pertaining exclusively
-
Public Records Board (PRB).
records regardless of format or med
formats. Electronic format examples include those created or
, or other
tate fiscal policies, reporting of financial status and activities, reconciliation
!
or audits currently underway or known to be planned.
!
,
for additional information about how to use this schedule. In particular please
electronic
.
,
fiscal and accounting
!
Stat. § 19.62(5)
ongoing legal holds
consin
,
include records which are unique to the mission of a single government unit.
document compliance with s
Wis
.
not
Admin. Code ch. Admin 12
in electronic format, agencies must meet the standards and requirements for the management of electronic
, most state agencies are using STAR (PeopleSoft) as the infrastructure for finance, budget, procurement,
. The schedule is applicable to Wis.
Stat. § 16.61(2)(b)
mail, data contained in database systems, and tapes/cartridges. To safeguard the information contained in records
-
creating a RDA that must be submitted to, and approved by, the
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Wis.
and responses to audits.
exclusively
,
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Introduction to General Records Schedules
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October 1, 2015
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J/!This schedule governs the records retention obligations of state agencies pursuant to as defined in This schedule covers records which most state agencies, including the University
of Wisconsin System Administration, the UnivWisconsin Institutions, all Wisconsin counties, municipalities and other units of local government create and use to administaccounting recordsFiscal
and Accounting records of accountsThis general schedule may the mission of a specific government unit require a separate Records Disposition Authorization (RDA). The department or instiresponsible
for See the review the restrictions on conditions that might preclude the authorized destruction of doincluding open records requestsThis schedule goes into effect upon final approval
by the Public Records Board. JJ/!Recordstransmitted via emaintained records outlined in As of business intelligence, and human resource functions.JJJ/!Wisconsin law requires authorities
to specifically identify certain record series within a general records schedule that contIdentifiable Information (PII)16.61(3)(u)(2)results of certain computer matching programs;
b) mailing lists; c) telephone or e 1
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ies within the
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provides a cross walk between new
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A record series should be identified as
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.
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to be closed.
http://itsecurity.wi.gov/
record series
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.
, or other legal authority
be kept confidential or specifically required to be protected from public access,
y is available at
information on other record series in approved GRSs which may relate to the broader
or RDA number has been used to cover records that were previously identified
s
previously included
It may not however contain a complete listing of all records series used within your agency
is confidential, check with your agency legal counsel.
some
administrative rule
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.
.
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section provide
hat record,f government.
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means that a new
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f) those relating to state agency procurement or budgeting
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to agency employees; and e) record series that contains PII incidental to the primary purpose for whichandwith your agency legal counsel.Information about identity theft and information
securit JW/!Most records are not confidential and are open to public disclosure, however, there are exceptionsseries identifying the state or federal statutespecific recordconfidential
even if not all records in the series contain confidential information and not all parts of records covered by tconfidenti W/!and any superseded RDA numbersunderlying records remain
the same WJ/!Tfunctional area of this GRS. These record series are listed to facilitate a more complete understanding of all the record serbroad scope of this function ofor these types
of business records.WJJ/!When revising containing docum WJJJ/!2
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fiscal affairs of an agency, and agency responses. Audit reports createdprivate entities that monitor, examine and verify accounts of subfederal funds passed through a state agency
or received direct state funds. Uniform Guidance 2CFR 11 Part 200 sets the federal standard for retenbecomes the destandard for all audit reports.Plans, analysis research materials,
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Records and supporting documentation regarding the development and administration of agency internal controls, including reports, plans, articles, policies and procedures, and related
material, arranged by subject or topics such as risk manageassessment, management practices, operational efficiency and audit methods. List of codes, such as fund, appropriation, account,
program or project code, and other chartfields that further subinformation used in the general ledger. Also includes descriptions of the chartfields, codes, and subRequests for new
codes and subedit or update codes and subclassifications, requests for approvals and denials, and related correspondence. May include, but not limited to, documentation of code request,
approval for code request and documentation.
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supporting documentation. Also includes records used by an agepayable/claims office to track and monitor the claims and payment process on a daily basis, including manual and automated
logs, registers, listings and related records. Additionally, may include records documenting receipt of funds register receipts, receipts remittance forms, cash receipts and attached
documentation, accounts receivable invoices, deposit forms, lockbox reports, lists of checks received and accounts receivables.
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Assistance (CFDA), major fed aid numbers, Cash Management Improvementscheduled draws, type of transaction and reference numbers. Collection reports typically show amounts statute,
amount retained by county/local government and portion sent to state.Banks and icompanies doing the State of Wisconsin are statutorily required to have collateral on deposit with the
DOA. Records include: rthe custodian holding the securities; transmittal forms; correspondence regarding account activity; and audit reports as records, correspondence and reports.
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,
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Office is responsible for the timely transfer of debt service payments once bonds have been issued. maintain recordsissue principalinclude related records, correspondence and reports.These
records letters, other documentation of collection efforts, payment agreements and the amount of debt defaulted or written off as uncollectable. Also, could include documentation of
bad debts sent to an outside collectionefforts to tie collection to state or local government programs i.e.Records or reportsthe federal Internal Revenue Service, Social Security Administration
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JJJ/!
QJJ
YesYes
)Tff!
bcpwf*
sh
!
ks are
lank checks.
written in numerical
Tfsjft!Eftdsjqujpo
Alignment and control checks are typically the first and last checks written on a particular warrant register. These checks are used as a control to ensure that each check series is
sequence and that all checks in the sequence are accounted for. These chec Void checks result from errors in the printing or processing of checks. This includes mutilated checks, reprinted
checks and bDuring check processing it is not unusual to reprint an entire batch of checks when something goes wrong in the printing or post processing operations. These checks are
kept in a secure location until destroyed. Requests for Stop Payment and Affidavits of Forged Endorsement; related correspondence with the internal reports/files showing check series,
payee, amount, date of issue and reissued check information. Also applies to agency petty cafunds.
!
!
!
!
Ujumf
Sfdpse!Tfsjft!
Difdlt!Bmjhonfou!'!Dpouspm!boe!WpjefeGpshfsz!boe!Tupq!Qbznfou!Sfdpset
!
!!
SEB!
Ovncfs
Page
|
GJT11139GJT1113:
9
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!
:/4/g
Qsfwjpvt!
9000004990000080
Qbdlfu!Qh/!283
SEB!Ovncfs
)jg!bqqmjdbcmf*
!
!
Opuft
Fybnqmft0
!!
!
!
Fwfou
fiscal
Eftdsjqujpo
Event is end of year.Event is date bond matures.
!
boe!
Njojnvn!
Sfufoujpo!
Ejtqptjujpo
FIS + 5 years and destroy.EVT + 6 years and destroy.
!
!
NoNo
bcpwf*
)Tff!JW/!
Dpogjefoujbm
!
!
JJJ/!
QJJ
NoNo
)Tff!
bcpwf*
!
6
-that
for tax
des records
transfer files;
Tfsjft!Eftdsjqujpo
State issued checks are working bank for 1 year from the date of issue; however, the State continues to have a liability to pay on any check for up to 6 years as provided in the State
Constitution. This record series inclurelating to the disposition of unpaid items between the period of time they are 1years old and includes agency requests for reissuance of checks.
Also applies to agency petty cash funds.Records may include the following records: acquisitions: capital assets; depreciation schedules; fixed assets; material mortgage ledgers; facility/plant
ledgers; property detail reports; property inventory reports; and reports on property sold. Federal regulationsexempt bonding requireexpenditure records must be retained for 6 years
past the maturity date of a bond.
!
.
!
.
!
!
Ujumf
Sfdpse!Tfsjft!
Dbodfmfe!'!Voqbje!Difdl!SfqpsuDbqjubm!BddpvoujohBddpvout!Qbzbcmf!SfdpsetTqfdjbm!Gfefsbm!Sfrvjsfnfout
!
!!
SEB!
Page
Ovncfs
|
GJT11141Dbqjubm!BddpvoujohGJT11151
10
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!
:/4/g
Qsfwjpvt!
90000081900000829000011090000111
Qbdlfu!Qh/!284
SEB!Ovncfs
)jg!bqqmjdbcmf*
-
!
!
motor
-
!
.
.
Opuft
Fybnqmft0
!!Capital Equipment examples vehicles, audio visual equipment, computers, printing and mailing equipment, production copiers, tools, lab equipment, furniture Supplies, Commodities, and
Parts examples office supplies and expendable materials
!
!
Fwfou
Eftdsjqujpo
Event is date project closed.Event is end of fiscal year.Event is end of fiscal year.
!
boe!
destroy.
Njojnvn!
Sfufoujpo!
Ejtqptjujpo
EVT + 4 years and FIS + 6 years and destroy.FIS + 4 and destroy.
!
!
NoNoNo
bcpwf*
)Tff!JW/!
Dpogjefoujbm
!
!
JJJ/!
QJJ
NoNoNo
)Tff!
bcpwf*
;
-
,
-
!
that item
vendor
of capital
acquisitions
, supplies,
describe each
!
Tfsjft!Eftdsjqujpo
Records may include the following records: capital assets; depreciation schedules; fixed assets; material transfer files; mortgage ledgers; facility/plant ledgers; property detail reports;
property inventory reports; and reports on property sold.Records may include budgetrelated records for specific capital projects including details by project and subproject; vendors;
and types.Running inventoriesequipmentcommodities and parts typically indicate its location and provide cumulative totalsand/or current stock balances.
!
.
..
!
!
.
Ujumf
!
Fyfnqu!
.
Sfdpse!Tfsjft!
Dbqjubm!BddpvoujohBddpvout!Qbzbcmf!SfdpsetQspkfdut!Opu!Gvoefe!xjui!UbyEfcuDbqjubm!BddpvoujohQspkfdu!Cvehfu!Usbotbdujpot!)Bmmpunfout*Jowfoupsjft!Dbqjubm!Frvjqnfou-!Tvqqmjft-!Dpnnpejujft!boe!Qbsut!
!
!!!
SEB!
Page
Ovncfs
|
GJT11152GJT11153Bttfu!Jowfoupsz!boe!Tvsqmvt!QspqfsuzGJT11161
11
Buubdinfou;!Gjtdbm!boe!Bddpvoujoh!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
!
:/4/g
000114
Qsfwjpvt!
900001129000011390
Qbdlfu!Qh/!285
SEB!Ovncfs
)jg!bqqmjdbcmf*
!
!
Opuft
Fybnqmft0
!!
!
!
Fwfou
Eftdsjqujpo
Event is the date the property is disposed of.Event is date restriction ends or compliance case is closed.
!
boe!
Njojnvn!
Sfufoujpo!
Ejtqptjujpo
EVT + 3 years and destroy. EVT + 1 year and destroy.
!
!
NoNo
bcpwf*
)Tff!JW/!
Dpogjefoujbm
!
!
JJJ/!
QJJ
NoNo
)Tff!
bcpwf*
that
!
.
items
be in
-
items that
-
requirements
disposition
, expedite and track
s that identify restricted
Tfsjft!Eftdsjqujpo
compliance with property
Records that identify surplus property, expedite its transfer to the SWAP program, if applicable, and track the disposition of property. These records include requests for disposal of
surplus property, receipts, reporting forms and supporting documentationdescribes the property and the proposed method of disposition. Recordor noncompliant surplus propertythe Restricted
Disposition with restrictivethat effect their disposition.Noncompliance have been declared tonontransfer restrictions.
!
ps!
!
!
.
!!
!
Ujumf
Sfdpse!Tfsjft!
Tvsqmvt!Qspqfsuz!Ejtqptjujpo!SfdpsetTvsqmvt!Qspqfsuz!Ejtqptjujpo!SfdpsetSftusjdufe!Ejtqptjujpo!Opodpnqmjbodf Jufnt
!
!!
SEB!
Page
Ovncfs
|
GJT11162GJT11163
12
Buubdinfou;!Gjtdbm!boe!Bddpvoujoh!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/g
Qbdlfu!Qh/!286
!
!
Sbujpobmf
!
No longer used.No longer used.No longer used.
!
Dmptfe!Tfsjft
years and
years and destroy.years and destroy.
boe!Ejtqptjujpo
Njojnvn!Sfufoujpo!
FIS+10destroy.FIS+6FIS+6
!
Reports
A closed series contains records that are no longer created, nor are they expected to be in the future.
Sfdpse!Tfsjft!Ujumf
Single Letter of Credit MonthlySingle Letter of Credit Daily ReportsSingle Letter of Credit Administrative Records
!
SEB!Ovncfs
Page
|
900000309000003190000032
13
Buubdinfou;!Gjtdbm!boe!Bddpvoujoh!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/g
Qbdlfu!Qh/!287
!
series are listed to facilitate a
Opuft0Dpnnfout
!
!!!!!!!!!!!!!!!!
!
of this function of government. It may not however contain a complete listing of all
Eftdsjqujpo
!!!!!!!!!!!!!!!!
Sfmbufe!Sfdpset!Tfsjft
!
ies within the broad scope
Sfdpse!Tfsjft!Ujumf
!!!!!!!!!!!!!!!!
!
Page
|
SEB!Ovncfs
!
Information on other record series in approved GRSs which may relate to the broader functional area of this GRS. These recordmore complete understanding of all the record serrecords
series used within your agency for these types of business records.!!!!!!!!!!!!!!!!
14
Buubdinfou;!Gjtdbm!boe!Bddpvoujoh!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/g
Qbdlfu!Qh/!288
!
Sfwjtjpo!Nbef
ADM00001
!
Supersede with ADM00009, ADM00010, and ADM00030Supersede with ADM00023Supersede with Supersede with ADM00001, 26, or 27Supersede with ADM00023Supersede with ADM00026, ADM00027, and ADM00024Supersede
with PAY00011Supersede with PAY00011NewNew
!
!
Sfwjtjpo!Ijtupsz
IndexRequests
A listing of changes to this GRS.
weekly Payroll Voucher
-
Sfdpse!Tfsjft!Ujumf
Accounts
Management Subject and
Routine Financial Reports and Studies
-
Fiscal Correspondence FileState Fiscal Policies and Procedures RecordsRoutine Internal Status ReportsNonInternal Control Policies and DirectivesVulnerability Assessment FilesOff Cycle
Payroll VouchersCentral Payroll BiSignature PagesChart of Chart of Accounts
!
SEB!Ovncfs
9000000090000001900000029000000390000010900000119000010090000102FIS00004FIS00005
!
17171717171717172222
----------
20202020202020202121
Page
----------
|
Sfwjtjpo!Ebuf
!
11111111111111111111
15
Buubdinfou;!Gmffu!boe!Bjsdsbgu!Nbobhfnfou!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/h
Qbdlfu!Qh/!289
!
Records
!
!
3135
23-!
!!!!
Management
Nbz!23-!3125
Fyqjsbujpo;!Nbz!
Approved by the Public Records Board:
General Records Schedule
and Aircraft
Fleet
Gps!vtf!cz!bmm!vojut!pg!Xjtdpotjo!Hpwfsonfou!bu!uif!Tubuf-!Dpvouz-!boe!Nvojdjqbm!mfwfm
Buubdinfou;!Gmffu!boe!Bjsdsbgu!Nbobhfnfou!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
.
:/4/h
Qbdlfu!Qh/!28:
which includes
and operational
in electronic
04
and when requested
agency.
and related records.
tasks, most frequently
S 16.
rmation systems
exclusively
system developed internally at
is. Stat.
W
ed by state agencies
construction
per
by Wisconsin local units of government.
s used by the State of Wisconsin. It does
Web Portal
Wisconsin Administrative Rule, Chapter 12
for use
and aircraft us
and motorcycle
department or institution is responsible to write program
and state owned and operated aircraft
records outlined in
ices. DOT and DNR use their assigned airplanes for various law
, heavy equipment
related records which would apply only to that single
-
DOA); Department of Transportation (DOT) and the Department of Natural
vehicles, specially designed for executing
, heavy equipment
reflect a threefold responsibility:
duty
-
heavy motorized equipment
,
and aircraft
and,
Administration (
motor vehicles
p of a client/server application called FleetFocus and a
refers to heavy
s not limited to backhoes, crawlers, dozers, excavators, graders, loaders, mowers, tracked dump trucks,
rtment of
themselves;
to comply with the statutory responsibility to oversee fleet operation
DOA and certain designated state agencies have been granted delegated authority to operate central fleets.
provides aircraft related transportation serv
, heavy equipment
.
records related to
include automobiles, trucks
throughout the State of Wisconsin (including the University of Wisconsin System) for fleet and driver management.
Heavy equipment
and aircraft
;
This includes but i
be retained in either electronic or paper format. The schedule also applies to all records born digital (including those
Wis. Stat. 16.04
fleets of vehicles
mail), data contained in database systems, tapes/cartridges and other types of electronic records and info
state agencies
-
ng
nor and Legislature
rds pertaining to motor vehicle
and managed by the DOA and other state agencies. To safeguard the information contained in records maintained
earthwork operations.
o
eneral records schedule covers
the Gover
rotecting the interest of the state in accident claims against it.
he accumulation of cost and operating data for internal accounting and management purposes and for reports submitted to DOAhe maintenance of the vehicles
Tby TP
This g
Page
|
ecords created through the use of these systems may be deactivated over time
nterprise Fleet Management Information System
Scope: Motor vehicles for purposes of this schedulenot includeones involvingtracked skid steers and tractors. These records pertain to the management, maintenance and operation of motor
vehiclesthe University of Wisconsin System Administration and all University of Wisconsin institutions. It is also availableAircraft are operated by three state agencies: the DepaResources
(DNR). DOA, under enforcement and environmental related work. The schedule covers both records required by DOArecords relating to operatiIn general, rec This general schedule
may not include records which are unique to the mission of a single agency. The specific Retention Disposition Authorizations (RDAs) to schedule unique or mission Records Format Records
covered in this schedule may created or transmitted via emaintained byformat, agencies must meet the standards and requirements for the management of electronic E The Enterprise Fleet
Management System is currently made uDOA. The system is used by Rschedule for the applicable records. 1
Buubdinfou;!Gmffu!boe!Bjsdsbgu!Nbobhfnfou!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
As
:/4/h
th
eturn of
Qbdlfu!Qh/!291
series within
ce. However, most of
es a monthly,
t module is the tool
ed on a monthly basis.
e schedule should
application. DOA
he dispatch and r
records schedule that
, requires that record
ed with a particular individual
ected from public access, identifying
e primary purpose for which the record
computer matching programs; c)
. If in doubt as to whether a specific record
of Transportation.
reference purposes.
Wis. Stat. § 16.61(3)(u)
n record series within a general
vehicles they have at any given time.
gh the Web Portal.
to whether or not a specific record is confidential, check with legal
http:/itsecurity.wi.gov/
how many
t
identify certai
us
ployees; and e) those relating to state agency procurement or budgeting.
.
ng module listed below.
specifically
Despite this broad definition, included in the document for
: Some, but not all PII is confidential. At the same time, records not containing PII may
,
eries
of the record series. In contrast, public access to records is determined by the Public Records
S
19.62(5)
§
ecords
R
elated
Wis. Stat.
R
including destruction
Wisconsin law requires authorities to
nformation (PII).
rvation System. Unique modules exist for DOA Central Fleet Motor Pool, DOT Motor Pool and a UW Madison Motor Pool
Some record series may contain confidential or restricted access records such as social security numbers. Th
b Portal includes a wide range of reports including work performed by vendor repair and maintenance companies and fuel use wi
See the section
Information about identity theft and information security is available a
mail directories; d) record series pertaining exclusively to agency em
-
ed.
Fleet Motor Pool Resedeveloped in conjunction with DOA. This module allows drivers to make reservations on line and allows fleet staff to manage tvehicles.Driver Management: State organizations
manage their driver information through a module in the Web Portal. This module includautomated driver record process coordinated with the Division of Motor Vehicles at the Department
Mileage Management: End users of vehicles leased from DOA Central Fleet are required to report business and personal miles usThe Mileage Management module allows users to log in and
enter their miles directly throuPosition Management: Fleet owning organizations are allowed a set number of positions for their fleet. The Position ManagemenEnterprise Fleet uses to
track the number of positions an organization has versRepair and Maintenance: Some major fleet owning organizations use the FleetFocus module to track vehicle repair and maintenanthis
work is contracted out. Vendor work is tracked through our reportiFleet Equipment: All fleet owning organizations track vehicle attributes through the Fleet Equipment module in the
FleetFocusmanages this for organizations that do not have access to FleetFocus. Reporting: The Wethe Voyager fuel card.
Page
|
The major components of the system include: Personally Identifiable Information: contain Personally Identifiable Ithrough one or more identifiers or other information or circumstances.a
schedule containing the following types of PII need not be identified as such: a) mailing lists; b) the results of certain telephone or eto those record series identified as containing
PII, the schedule should further indicate whether the PII is incidental to thseries is creatseries cont Confidentiality of Records: identify any record series containing information
required by law to be kept confidential or specifically required to be protthe state or federal statute or administrative rule that so requires. NOTEregulating the retention and dispositionlaw
and not simply by the designation of confidentiality in a record schedule. If in doubt as Related Records Series: 2
Buubdinfou;!Gmffu!boe!Bjsdsbgu!Nbobhfnfou!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/h
Motor
Qbdlfu!Qh/!292
in the normal course of
nformation about how to use
ocuments
included in the prior version of the
for additional i
schedule should be implemented by Records Officers
e
. Th
Closed series were
. The rationale for each closed series is provided.
is effective immediately
s currently underway or known to be planned.
ection included in the document.
Introduction to General Records Schedules November 2011
the Public Records Board
ner.
as approved herein by
cords Schedule but are not part of this updated schedule
See the companion document
See the
: This schedule
including open records requests; ongoing legal holds or audit
Page
|
Closed Records Series: Vehicle Management Re Companion Document:this schedule. In particular please review the restrictions on conditions that might preclude the authorized destruction
of dbusiness Effective Date in all state agencies in a timely and efficient man 3
Buubdinfou;!Gmffu!boe!Bjsdsbgu!Nbobhfnfou!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/h
Old RDA No. (If Applicable)Fleet001Fleet005
Qbdlfu!Qh/!293
. Also
om prior
Notes
Use Case /
Consolidated subject and project files into a single categoryincludes van pool program administrative files frversion of the schedule.
No
Yes
5.24(4)
8
Wis. Stat.
§
Confidential
PII
No
Yes
destroydestroy
and then and then
Minimum
FIS+4 years
Disposition
FIS+4 years
confidential
Retention &
based
Event
subject or
Retention
document
project file
year of the year on date on
End of fiscal End of fiscal
close date of
all
-
.
ly
including
pooling. The
-
Wis. Stat.
Wis. Stat. 85.24
sharing that must be kept
-
Series Description
identifies specific information
Various subject and project files related to fleet and motor vehicle operationsthe state van pool program. This is a catchcategory intended to cover motor vehicle related records not
covered by separateidentified series in this schedule. The Ride Share program matches drivers and riders that are interested in carprogram is authorized by 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. 85.24
(4)related to rideconfidential.
Title
cle Related
Records Series
State Motor VehiSubject and Project FilesRide Share Program Files
2
and Related Records Maintenance and Operation Records
Page
|
RDA No.
4
Fleet FLEET00FLEET004
Buubdinfou;!Gmffu!boe!Bjsdsbgu!Nbobhfnfou!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/h
Old RDA No. (If Applicable) Operator use portion of this series now broken out in Fleet018 as a separateSeries.
Qbdlfu!Qh/!294
Notes
Use Case /
NoNo
Confidential
PII
No
Yes
destroydestroy
and then and then
Minimum
EVT+1 year
Disposition
EVT+ 1 year
confidential
Retention &
Event
date the date the
disposeddisposed
vehicle is vehicle is
Retention
Event is the Event is the
-
in and checkout logs.
-
Series Description
Fuel purchases via state issued fuel
s for both assigned and pool cars are
reservations for pool cars, individual trips,
rranties, operation and repair manuals and
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 waparts lists. Includes information on maintenance performed both by outside contractors and state staff. Also includes supplies and parts disbursed for each
vehicle. Note:cardsubmitted monthly to the agency accounting office. These records are covered in the Fiscal and Accounting GRS under RDA 90000021.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 driver profiles,
checkThis information is typically covered in completed vehicle use agreements (DOA#3103); pool car requisitions and nonavailability slips, or equivalents
Title
Records Series
Motor Vehicle Maintenance RecordsMotor Vehicle Control and Assignment Records
2
Page
|
RDA No.
5
LEET009
FFLEET01
Buubdinfou;!Gmffu!boe!Bjsdsbgu!Nbobhfnfou!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/h
NewNewNewNew
Old RDA No. (If Applicable)
Qbdlfu!Qh/!295
Notes
studies or
hese topics
Use Case /
Completed
research on
t
NoNoNoNoNo
Confidential
PII
NoNoNoNo
Yes
year
1
position
State
destroydestroydestroydestroy
Archives
and then and then and then and then and then
Minimum
transfer to
EVT+1 year FIS+4 years
Dis
EVT+
confidential
EVT+4 years EVT+4 years
Retention &
l
final final
based
Event
EVT is
report report
on the
service
efined as
date the
disposedoperator
vehicle is
submittasubmittal
separates
Retention
document
dEnd of the
from state
fiscal on the date Event is the Event is the Event is the
date of date of
the date the
.
-
on
Wis. Stat.
Wis. Stat.
by
and hybridup.
employee,
-
Wis. Stat. 16.04 (1M)
annually
-
as outlined in
owned vehicles, including
.
-
fined as an
Series Description
on state agency vehicle usage.
from purchase through disposal
ds relate to individual employee
en requested by the Governor or Joint
ance Committee on details of all costs
This series provides detailed data relating to costs and expenses associated with each vehicleRecords relating to responsibilitiesgasohol, alternative fuels,electronic vehicles16.045.Reports
as mandated by whFinassociated with fleet operations.Reports required semi16.04 (3)Recoroperation of statedriver tests, special restrictions, authorization to use, safe driving awards
and related correspondence. Includes complaints about drivers and agency follow Operator is deauthorized student or, contractor or other authorized person
/and
Title
Electric
Records Series
Motor Vehicle Cost Accounting RecordsProgram Related Records Relating to Gasohol, Alternative Fuels and Hybridor VehiclesFleet Operations Reports to Governor and Joint Finance Committee
(JFC)Fleet Manager Reviews of Vehicle UsageMotor Vehicle Operator Records
Page
|
RDA No.
6
LEET013
FFLEET015FLEET016FLEET017FLEET018
Buubdinfou;!Gmffu!boe!Bjsdsbgu!Nbobhfnfou!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/h
NewNew
NewNew
Old RDA No. (If Applicable)
Qbdlfu!Qh/!296
is
Notes
source
alleged.
the fleet 91.417(2),
improper
records are
database.
Use Case /
agreement
would be a
Vehicle use
cases where transferred to
activities are
are currently sold. The state
the new owner
stat agencies,
document for when aircraft
maintained in
fraud or other
records, for all Per FAA CFR Sec
16.04
other records in
This information
§
NoNo
NoNo
Confidential
PII
NoNoNo
Yes
destroydestroydestroy
and then and then and then
Minimum
CR+ 1 year
CR+5 years
EVT+1 year
Disposition
and destroy confidential
EVT+6 years
Retention &
or
ion
of
flight
al
of
Event
date related
aircraft
of State
Retent
dispos
generation
equipment
Event is the
clearance of
Termination
new VUA OR employment
Date of
authorization
Event is when
Date of report
superseded by
day
-
flight plans
to
-
for records
ehicles
wide general
to meet
-
destinations,
Fleet032
,
Series Description
All series are designed to meet DOA and agency mandated activities per Wis. Stat.
-
owned vehicle.
-
Information on where (location) and when (time) vehicles travel to for vequipped with GPS tracking devices.This record series relates to all vehicle use agreements which are required
to operate a stateRecords that pertain to the dayoperation of aircraft by state agencies. Included are records documenting departures, takeoffspassengers on board, requests for flights,
flight orders, aircraft flight logs, and similar records.Records relating to fleetmaintenance activities, modifications, or improvements designedprogrammed requirements (as opposed
to maintenance activities performed on a specific aircraft; see relating to maintenance activities involving
ositioning
P
Title
utine Aircraft
Records Series
lobal
GSystem (GPS)Related Vehicle Tracking InformationVehicle Use Agreements (VUA)RoOperationsGeneral Aircraft Maintenance and Modifications Records
Page
|
RDA No.
7
Aircraft Maintenance and Operation Records
FLEET019FLEET020 FLEET030FLEET031
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is
Risk
FAA CFR Sec
91.417(2),
records are
would have
Management
transferred to
sold. The state
retention timeretention time
the new owner
when aircraft
for the required for the required
Per
will retain copies will retain copies
NoNo
No
Yes
destroydestroy
and then and then
EVT+1 year
EVT+6 years
or
the
of
al
date related
aircraft
dispos
equipment
completion
Event is the Event is
clearance of
investigation
that
uilding and
Additionally,
information
,
.
ial
a material change,
nfiguration change to a
are
ific aircraft. Included are
inspection to determine
ted and are different from those time
pertaining to aircraft, aircraft
-
specific needs or manuals that have
-
e investigation of accidents/incidents
specific aircraft). Included are records related to servicing, manufacturing, rebtesting of equipment and classifying the condition status of materpertains to aircraft maintenance, and
overhaul and rework projects as well as information 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 agencybeen annotaissued by the manufacturerthis category includes preventive
maintenance records; aircraft inventories that account for the aircraft held by, or assigned to, an agency , and bulletins that direct a onewhether a given condition exists and specify
what action should be/has been taken.Records relating to maintenance activities performed on specaircraft logbooks, aircraft engine records, inspection and maintenance records, preventive
maintenance inspections, diagnostic checkouts, spot check inspections, and maintenance requests. Also included are records relating to cospecific aircraft that modification, or an alteration
in the characteristics of the equipment.Records requested by authorities conducting thinvolving aircraft used by state agencies,
Individual Aircraft Maintenance and Airframe Modification RecordsRecords Required for Accident/Incident
23
Page
|
8
FLEET03FLEET03
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Applicable)
Old RDA No.
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accidents
official files for
Use Case / Notes
Yes
USC552a
5
Confidential
PII
Yes
+ 5 year
destroy
and then
Minimum
Disposition
confidential
confidentialRetention &
EVT
or
pilot
Event
report
date
Event is
Retention
defined as
the required
employment
preparation of
termination of
Series Description
inary action or release of employment
FAA mandates that all employers of
including leased aircraft used by state agencies. The pilots provide them with all records pertaining to the training, qualifications, proficiency and professional competence, including
comments made by evaluators. Also any discipldocuments. This information must be maintained by commercial operators for at least one year after employment termination.
Title
Records Series
ReportsPilot Records
4
Page
|
RDA No.
9
FLEET03
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ted
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by ADM00023
Fleet009Fleet009.
--
covered
90000111. See related
-
Comments
Risk0026. See related record section.
-
ADM00010.
-
DOA for all state agencies.
ondence records series in the Administrative
9000112; 90000113; and 9000114. See rela
-
)
This series is closed because it isInternal Policies and Procedures in the Administrative Records GRS.This series is closed because it is covered by the Business CorrespRecords GRSThis
series is closed because it is part of Fleet002 State Motor Vehicle Related Subject and project Files.This series is closed because it is covered by PUR00010 from the Purchasing and
Procurement GRS. Fleet managers may keep information on buying vehicles. However the procurement process for vehicles is handled centrally byThis series is closed because it is covered
by three series in the Fiscal and Accounting General Records Schedule (GRSrecords section.This series is closed because it is now part of the motor vehicle maintenance record seriesThis
series is closed because the records are coveredthe Fiscal and Accounting GRSrecords section.This series is closed because it is covered in the motor vehicle maintenance record seriesThis
series is closed because it is covered under the Risk Management GRS
!
Action Taken
Dmptfe!Tfsjft
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Files
t/Accident
Series Title
hicle Acquisition Case
Copies
-
State Motor Vehicle Policy and Administration Subject Motor Vehicle Correspondence FilesVan Pool Program Administrative Program FilesMotor VeFileMotor Vehicle Sales and Surplus Related
RecordsVehicle TitlesSupplies and Parts InventoriesSupplies and Parts Disbursement RecordsVehicle IncidenRecords
A closed series contains records that are no longer created, nor are they expected to be in the future.
RDA No.
Page
|
Fleet001Fleet003Fleet005Fleet006Fleet007Fleet008Fleet010Fleet011Fleet014 10
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November
-
Example
Use Case/
DOA Fleet Driver and Management Policies and Procedures Manual2004 Vehicle Driver Guide
NoNoNoNo
r contain a complete listing of all
Confidential
PII
NoNoNoNo
and
destroy.
date the
and then
destroydestroydestroy
disposed.
and then and then
property is
and then
Event is the
Minimum
Retention
EVT+3 years
FIS+4 years FIS+4 years
Disposition
EVT+7 years
functional area of this GRS. These record series are listed to facilitate a
edures.
Related Records Series
Description
ies of supplies, commodities and parts.
iscal and Accounting GRS
.
finance office maintains this then other copies can
Established departmental policies and procRunning inventories of capital equipment such as motor vehicles. If the be destroyed as inventories are superseded or become obsolete.From the
Fiscal and Accounting GRSRunning inventor If finance office maintains this then other copies can be destroyed as inventories are superseded or become obsoleteFrom the Fiscal and Accounting
GRSRecords relating to the surplusing, sale and disposition of state property. Includes motor vehicles. If finance maintains the official record then copies may be destroyed when no
longer needed for administrative reference.From the F
y
Equipment
Title
Record Series
d within your agency for these types of business records.
Internal Policies and ProceduresCapital InventoriesSupplies, Commodities and Parts InventoriesSurplus PropertDisposition Records
RDA
Page
|
Number
Information on other record series in approved GRSs which may relate to the broadermore complete understanding of all the record series within the broad scope of this function of government.
It may not howeverecords series use ADM000239000001109000011190000112 11
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Example
Use Case/
These retention periods are included in the program guidelines.SameSame
NoNo
YesYesYes
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PII
NoNo
YesYesYes
ate is
and
ends.
destroy.
and then
Minimum
Retention
restriction
EVT+1 year
Disposition
the date the
Event date is
EVT+1 year and then destroy. Event dthe date the case is closed.CR+2 yearsAnd then destroy confidentialCR+1 yearAnd then destroy confidentialCR+5 yearsAnd then destroy confidential
compliance
-
in non
e Omnibus
.
ounting GRS
Description
esources General Records Schedule
..
certain positions subject to the Omnibus
Pertains to items with restrictions controlling their disposition. If finance maintains the official record then copies may be destroyed when no longer needed for administrative reference
From the Fiscal and AccPertains to items declared by the federal government or other entities such as auditors to bewith the property transfer restrictions. If finance maintains the
official record then copies may be destroyed when no longer needed for administrative reference From the Fiscal and Accounting GRSFor certain positions subject to the Omnibus Transportation
and Employee Testing Act and related federal DOT regulations From the Human RFor certain positions subject to thTransportation and Employee Testing Act and related federal DOT regulations.
From the Human Resources General Records ScheduleForTransportation and Employee Testing Act and related federal DOT regulations. From the Human Resources General Records Schedule
--
---
Title
tion Records
compliance
-
Record Series
Surplus Property DisposiRestricted Disposition ItemsSurplus Property Disposition RecordsNonStatusDrug and Alcohol Test RecordsTraining and Collection ProcessesDrug and Alcohol Test RecordsNegative
or Canceled Test ResultsDrug and Alcohol Test RecordsPositive Test Results
RDA
Page
|
Number
9000011390000114HR000152HR000153HR000154 12
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Example
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Same
No
Yes
Confidential
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YesYes
and
Minimum
Retention
Disposition
CR+3 yearsAnd then destroy confidentialEVT+5 years and destroy confidential Event is the date the claim in closed
Schedule
AP referrals
equipment
reater;
Description
mandates responsibility for statewide
.
funded property program.
-
s may include accident/property loss reports,
Verified positive drug test results; alcohol test results with a concentration of 0.02 or gcalibration documentation; documentation of refusal to take a required drug or alcohol test
and Sand evaluations From the Human Resources General Records ScheduleWis. Stat. 16.865risk management coordination including managing the statewide self Claim fileinvestigative reports,
evidential documents such as photos, payment vouchers and any related correspondence. These records represent the official property claim files. From the Risk Management General Records
-
e
Titl
Record Series
Drug and Alcohol Test RecordsRecords Received from Previous Employers Property Claim Files
0026
RDA
Page
|
Number
HR000155Risk 13
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and
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defines PII br
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,
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,
consin
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information required by law to
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data contained in database systems,
, most state agencies are using STAR (PeopleSoft) as the infrastructure for
,
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mail
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2024
2015
,
10,
and Related Records
November
November 16
Revised:
Expiration:
November 10, 2014
Approved by the Public Records Board:
eneral Records Schedule
G
Information Technology
For use by all units of Wisconsin Government at the State, County, and Municipal level
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to
tution is
schedule
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iness
is
records
Th
.
those
in conducting
In particular please
Records that are unique to
.
and must be scheduled by the
. Subject matter experts (i.e.,
16.61
on the business needs of the area
£
uling and retaining
for the customers they serve. As a result,
to programs
social media
Wis. Stat.
or in
Public Records Board (PRB).
of business records
esponsibility for sched
d other units of local government create and use
and have the r
computer applications belongs
of that data as documented in the program RDA.
ia.
web presentation
for additional information about how to use this schedule.
are unique to the mission of a single government unit.
presented on the internet/intranet
and the
that
disposition
content owners
and
, and output from,
by
.
most state agencies, including the University of Wisconsin System Administration, the University of
business records
aff) are the
include records needs
that
not
processed
16.61(2)(b)
£
and
business
records regardless of format or med
facilitate the retention
MISSIONS
/Social Media
all IT
business area st
Wis. Stat.
program
or
Content
Introduction to General Records Schedules
Computer Applications The data collectedprogram. IT may Web This GRS does not address program meet the
Page
|
SCOPE This schedule governs the records retention obligations of state agencies pursuant to as defined in This schedule covers records Wisconsin Institutions, all Wisconsin counties,
municipalities aninformation technology (IT) business or administered by decentralized IT staff located in agency program organizationsis applicable to This general schedule may the
mission of a specific government unit require a separate Records Disposition Authorization (RDA). The department or instiresponsible for creating a RDA that must be submitted to, and
approved by, the See the review the restrictions on conditions that might preclude the authorized destruction of documents in the normal course of busincluding open records requests;
ongoing legal holds or audits currently underway or known to be planned This schedule goes into effect upon final approval by the Public Records Board. INTENTIONAL O Automated Applications
IT holds records and facilitates data processingIT is not the owner of customer business records. Program and system application records are covered by separate Records Retention/Disposition
Authorizations (RDAs) or other General Records Schedules (GRS) based responsible for the related program or system application.1
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ose
not a
Th
medium.
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eries was
ain Personally
series contains PII,
s. Stat. §
Wi
if the original data is lost.
A record series should be identified as
.
a restore
mail directories; d) record series pertaining
-
that so requires. If in doubt as to whether or
have been accidentally deleted or corrupted.
or e
available for
that
formats. Electronic format examples include those created or
g. If in doubt as to whether a specific recordhttp://itsecurity.wi.gov/
however, there are exceptions. This GRS will identify any record
;
e copies are
requests.
t the standards and requirements for the management of electronic
, or other
, or other legal authority
electronic
.
,
12
or open records
." Backups are used for two reasons: 1) to restore a computer/server to an operational
s
of original data so th
. § 19.62(5)
is confidential, check with your agency legal counsel.
,
or records retention. In those cases where agencies are currently depending on backups for
administrative rule
,
copies
to discovery
. Code ch. Admin
Wisconsin Stat
BLE INFORMATION
that record series within a schedule containing the following types of PII need not be identified as such: a)
ECORDS
Admin
in electronic format, agencies must mee
.
typically called "backup
Wis
provides
mail, data contained in database systems, and tapes/cartridges. To safeguard the information contained in records
-
.
contain information required by law to be kept confidential or specifically required to be protected from public access,
or content in that record
f
-
,
.
ies are
f) those relating to state agency procurement or budgetin
a
.
exclusively
process refers to making
2
are not designed to be used f
and
;
that may
ps
ackup
Page
acku
|
Backup Processes additional copstate following a major loss of data (disaster recovery) and 2) to restore files Brecords retention purposes, the backups must be scheduled for the longest
retention period of any information carried on the Retained backups may be subject RECORDS FORMAT Records covered in this schedule may be in papertransmitted via emaintained records
outlined in PERSONALLY IDENTIFIA Wisconsin law requires authorities to specifically identify certain record series within a general records schedule that contIdentifiable Information
(PII). 16.61(3)(u)the results of certain computer matching programs; b) mailing lists; c) telephone exclusively to agency employees; e) record series that contains PII incidental to
the primary purpose for which the records screatedcheck with your agency legal counsel. Information about identity theft and information security is available at CONFIDENTIALITY OF
R Most records are not confidential and are open to public disclosureseriesidentifying the state or federal statutespecific record 2
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ader
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eries are
our agency
luded in this
es within the
i
rds covered by the s
provides a cross walk between new and any superseded RDA numbers. When revising a
a listing of changes to this GRS.
on for
RIES
Page
EVISION HISTORY
|
confidential even if not all records in the series contain confidential information, and not all parts of recoconfidential. SUPERSEDED RECORD SE differently. The GRS, an attempt is
made to retain the previous RDA number, providing the underlying records remain the same. CLOSED RECORD SERIES When revising a GRS it is common for somedocument.RELATED RECORDS functional
area of this GRS. These record series are listed to facilitate a more complete understanding of all the record serbroad scope of this function of government. It may not however contain
a complete listing of all records series used within y R 3
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gency or the
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, and s.
16.971(2)(L)
ation
The state has a two
Examples/Notes
ples:
ning records often have value
to Sr. Mgt)16.971(2)(Lm)Reporting, Status reportsReports(tie back to KPIs)documenting levels of ongoing maintenance and support; costs associated with various facets of program operation
and supportdocument
Planfor budgetary and planning purposes for a number of years or planning cycles after they become inactive.year planning cycle and information from prior plans may be relevant for three
planning cycles. Exam Trend Analysis, AuditingFinal report and presentations (IT Reference:Wis. Stat. §§Business or citizen surveys Availability Reports, Capacity Agency or enterprise
fiscal IT plans for the provision of IT services within an aenterprise. Examples:
Key Performance Indicator (KPI) Service Level Agreement Reports Agency Fiscal Year IT BudgetIT Rate Schedule; estimating and PRS rates and supporting
Event
Description
EVT is the plan is completed superseded or revised.Event is the date the document is distributed.Event is the ending date of planning cycle.
and
.
-
transfer to
Minimum
Disposition
Retention
EVT + 6 years andappropriate archival repository (Wisconsin Historical Society \[State Archives\] or the UWMadison Archives). Destroy copies, drafts, and routine material when no longer
needed by agency.EVT + 4 years and then destroy. EVT + 4 fiscal years and destroyconfidential Retention is in compliance with Federal Office ofManagement andBudget.
NoNo
Wis. Stat.
, state
Wis. Stat.
Confidential
Yesbuilding plans and specifications per § 19.36(9)and § 16.851
PII
NoNoNo
ing
wide projects.
-
provision, or
and metrics
ucture projects
departmental or
-
Series Description
wide plan submitted to the
-
Records include Agency IT Strategic Plans, IT services plans, and related records used to plan for information systems development, technology acquisitions, IT services related areas.
This category includes final plans within agencies as well as the agencyDepartment of Administration. Typically the agency submits annual plan and DOA submits biennial plan. Records
include reports shared outside the IT organization, which may include staff and contractor reports, external surveys, trend reports, focus groups, and critical performance indicators.Records
include operational fiscal planning records that may be related to departmental, crossexternal projects, used for a variety of reasons related to provision of services. These records
may contain information about specific infrastrplanned for the next fiscal year that may impact the organization, including information about enterpriseOperational type records related
to how many IT hours (and costs per hour) will be allocated and paid for by the operatdivisions.
Records
Series Title
IT Strategic Plans IT Management Reports and MetricsFiscal Year Planning Documents for IT Activity Levels
Page
|
RDA
4
Number
IT000001IT000003IT000006
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:/4/j
tax
Qbdlfu!Qh/!356
nnually, no later
ings.
.
measured against the
29
Examples/Notes
Memorandums of
information between the state Department of Revenue and Department of Employee Trust Fundsprogram administered in DOA and state and federal tax authorities to check for back taxes before
payouts of certain high value winn
Examples:Agreements to share Agreement between the lottery Note: Understanding (MOU) and Service Level Agreements (SLA) should be retained under ADM000 Prescribe and revise as necessary
performance measures to ensure financial controls and accountability, optimal personnel utilization, and customer satisfaction for all information technology functions in the executive
branch outside of the UW System and athan March 31, report to the joint committee on information policy and technology and the board concerning the performance measures utilized by
the department and the actual performance of the department and the executive branch agencies
Event
Description
Event is the date the agreement is either terminated or superseded.Event is the date the document is distributed.
and
Minimum
Disposition
Retention
EVT + 4 years and destroy.EVT + 6 years and destroy.
NoNo
Confidential
PII
NoNo
.
19.69
operation.
mply with the
by the state agency
ency head or designee of
Wis. Stat. §
Series Description
Records include formal data sharing agreements between state agencies, a state agency and a federal agency, or another private entity that governs the specific terms and conditions under
which information (typically formatted digital information) collectedmay be shared between the parties to the agreement. Such agreements are generally authorized by state or federal
law, or administrative regulation, for a specific public purpose. Data sharing agreements are typically signed by the agboth the sending and receiving agencies and may be either ongoing
or established for a set period of time as identified in the agreement. State agencies that enter into data sharing agreements that specify computer matching must corequirements of
Records include annual accomplishments for the technical, application and production sections of an IT
Records
Series Title
Data Sharing AgreementsPerformance Measures
Page
|
RDA
5
Number
IT00006AIT000007
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-
:/4/j
off and
-
ing, post
Qbdlfu!Qh/!357
Examples/Notes
s for project work, progress
i
project proposals, cost benefit
-
pts, plans and accomplishments,
performance measures then in effect. Reference:Wis. Stat. § 16.973(7)Preanalysis, risk assessments, executive summary, signdecision documents, fit/gap analysrstaffing, work breakdown
schedule, budget, communication plan, change management plan, change management risk plan, support transition plan. Examples:STAR, Cherwell Change logs, data cleanup procedures and
stats, code migration procedures, transition to production tasks, authorization setup, process schedulimplementation review, project correspondence.Project charters to include scope,
requirements, roles, timeline, budget, control strategies. Examples:Network plan and implementation files.Telecom project documentation. Website design records.
Event
Description
Event is the date the system/infrastructure is retired, or the project is abandoned.Event is the date project is completed or abandoned.
and
and
Records
be
Minimum
Disposition
Retention
or reference. All
EVT + 3 years and destroy.EVT + 5 years and destroy. NOTES: may be needed up to 5 years after the conclusion of a project for reference or for management audit purposes. In some circumstances,
agencies may wish to maintain these files longer frelevant infofinal documentation should
NoNo
Confidential
PII
NoNo
place.
making and
-
Series Description
These may be generated by
Investment documentation records involved with the decisionapproval process to proceed with IT projects and technology selection. NOTE: different groups of people and kept in multiple
places but it is recommended that a master file be kept in one Records include those pertaining to the development, redesign or modification of a computer system or application.
-
Records
Series Title
IT Project Investment Documentation IT Project Files
Page
|
RDA
6
Number
IT000008IT000009
Buubdinfou;!Jogpsnbujpo!Ufdiopmphz!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/j
ersion
ware or
-
plication.
Qbdlfu!Qh/!358
code
Examples/Notes
kflow records; records
securityrelease/upgrade of softapplication layout, codes and other records that explain meaning, purpose, structure, logical relationships, ownership, use and origin of data.program
descriptions and documentation; job control or wor
Procedures for operations and support of a user apWorkflow diagrams, data definitions, data conversion mappings, naming standards, architecture diagrams, and file designs.Test plans
including processing test results, accessibility compliance results, web usability tests and results; data convresults.Examples:
System administration and IT operation proceduresUser manuals and guidesData documentation/ metadataLAB audit reviewsRelease mgt documentationTest procedures related to Data element
dictionary, file System and program flowcharts;
Event
Description
Event is defined as a major upgrade or discontinued use of system, but not before system data is destroyed or transferred to new operating environment.
and
.
years
ings,
Minimum
Disposition
Retention urrent and
contained in system and application documentation files.EVT + 4 and destroy confidential Caccurate information on how an application system operates is needed cycle. System documentation
may be needed 4 years after the system is discontinued or modified for the admissibility of electronic records in legal proceedretrospective analysis, and remedying errors.
;
-
and
; or
ollow
f
may
agency
Confidential
Yes, include information that is trade secret and cannot be disclosed pursuant toWis. Stat. § 19.36(5)§ 134.90(1)(c)computer programs that cannot be disclosed pursuant to Wis. State.
§ 19.36(4)other legally protected intellectual property (copyright, etc.);any specific statutory citations
PII
Yes
automated system.
Series Description
used to verify data entered into a
Records include user and operational documentation describing how an application system operates from a functional user and IT point of view. Quality control/data input records that
may be production file or database system upon initial creation or when significantly modified through batch type operations. Data documentation (or metadata) that is generally created
during development or modification of an Data necessary for the access, retrieval, manipulation and interpretation of data in an automated system.
-
s
Records
Series Title
Systems SpecDocumentation and Quality Control Files
Page
|
RDA
7
Number
IT000010
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n
:/4/j
a
supplied code
Qbdlfu!Qh/!359
-
Examples/Notes
Data used for testing
disposition process; input and output specifications; records used to validate the authenticity of the electronic record in the unstructured world.
and auditing application program changesthat determine web site architecturesystem functionality (the testing data sets) are not considered records
Source code auditsITIL release management functioPost conversion troubleshootingTemplates, style sheets and code NOTE:
Instructions used to operate system or infrastructure. After the code is modified or replaced it has no administrative or legal value. Proprietary, vendorfollows individual license agreements
for retention. Examples:
Event
Description
Event is the date code is superseded or replaced.
and
.
years
Minimum
Disposition
Retention
EVT + 3 and destroy confidential
;
-
and
; or
State. §
Confidential
Yes, may include information that is trade secret and cannot be disclosed pursuant to Wis. Stat. § 19.36(5)§ 134.90(1)(c)computer programs that cannot be disclosed pursuant to Wis. 19.36(4)other
legally protected intellectual property (copyright, etc.); follow any agencyspecific statutory citations
PII
Yes
operate an automated
Series Description
Records include source code that is used to construct and information system. Series includes change orders to source code.
Records
Series Title
Source Code
Page
|
RDA
8
Number
IT000011
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:/4/j
RDA does
Qbdlfu!Qh/!35:
Examples/Notes
administration operation
specific directions used to
-
operating manualshardware/operating system requirementshardware configurationsequipment control systems
Basis for subsequent operational procedures. Records may include:Examples:System procedures; library procedures; installation procedures; backup procedures. Note: Procedures under this
RDA have typically gone through a vetting process and are intended a direct manner. This not necessarily include worker instructions which may be viewed as taskensure compliance with
policies and procedures.
rred to
Event
Description
Event is the agency no longer uses related software/ hardware and all data is transfeand made useable in new software/ hardware environment.
and
.
Minimum
Disposition
Retention
EVT + 3 years and destroyconfidential
;
-
and e. §
;
; or
Stat. §
Wis. Stat.
, state
Wis. Stat.
Confidential
Yesbuilding plans and specifications per § 19.36(9)and § 16.851may include information that is trade secret and cannot be disclosed pursuant to Wis.19.36(5)§ 134.90(1)(c)computer programs
that cannot be disclosed pursuant to Wis. Stat19.36(4)other legally protected intellectual property (copyright, etc.); follow any agencyspecific statutory citations
PII
No
Series Description
This may include vendor and/or
Records include procedures for entry of system operational parameters, system administration, hours of system operation, production control, and other aspects of an IT operation. NOTE:
manufacturer documentation.
-
Records
Series Title
IT Software / Hardware Operating Procedures and Infrastructure Documentation
Page
|
RDA
9
Number
IT000012
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:/4/j
ation
event that
Qbdlfu!Qh/!361
cribes the
Examples/Notes
rs and responses to these
Planning for subsequent migrations. (Release version documentation would be covered under IT00008.) Product research materialsPlans may be needed for a longer period of time for critical
information systems, migrplanning, or after migrations for reference and to deal with unforeseen issues and problems.Information required for documentation desand how much, for each
item of disaster recovery work. Indexes, inventory lists, computer logs, working papers, and correspondence. This series also includes computer tapes, or other media held in reserve
in the an information system fails to function and records need to be recovered and restored.Information on the warranty or maintenance/support contracts for computer equipment. This
can include contact information needed to place service calls. Documentation of requests to vendors for technical assistance or repairequests. Information or reports on the use of
computer equipment for
Event
Description
Event is a major upgrade or discontinued use of system, but not before system data is destroyed or transferred to new operating environment.Event is defined as the recovery process is
completed.Event is the date the equipment is retired.
and
.
years
Minimum
Disposition
Chapter 5:
Retention
EVT + 3 years and destroy.EVT + 3 and destroy confidential FEMA Public Assistance Guide Project MgtEVT + 1 year and destroy.
-
NoNo
Confidential
Yes, follow agencyspecific statutory citations
PII
NoNo
Yes
Series Description
networks, and personal
This may include vendor and/or
Records include migration plans and documentation for the replacement of equipment or computer operating systems. (Version changes, not release changes)Records include those created
during the disaster recovery process. Per FEMA: applicant establish and maintain accurate records of events and expenditures Records include warranty and maintenance contract information
including vendor contact information for servers, computing equipment. Documentation of support service provided for servers, networks, and personal computing equipment. NOTE:manufacturer
documentation.
-
Records
Series Title
Operating System and Hardware Migration PlansDisaster Recovery RecordsIT Service Support Documentation
Page
|
RDA
10
Number
IT000014IT000015A DO NOT USE Superseded by FAC00090 IT000016
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:/4/j
Qbdlfu!Qh/!362
reports
Examples/Notes
informationmemorandaprocessdiagramsprocessinventory
ickets with the service provider.
Examples:Agency reconciliation/cleanup Billing account informationTelecommunication service Current call flowsSystem configurationsUser guides and instructions
program delivery, security, or other purposes such as trend analysis. Examples:Warranty informationMaintenance/support contract Site visit Trouble reportsRelated correspondence and In
general, these network support services are provided by a third party vendor (service provider), and these documents are necessary in evaluating the quality of service, and assisting
in the resolution of issues / trouble t Examples:AT&T outage reportAgency reconciliation/cleanup Work ordersCorrespondence / memorandaWork schedulesCopies of building or circuitry Network
design documents
Event
Description
Event is defined as when the request is completed.Event is superseded.
and
.
: If there is
: The longer
Minimum
Disposition
Retention
EVT + 5 years and destroyconfidential Note retention period is desired for audit purposes. EVT and destroy. NOTE not a summary report as in IT000020, these records will need to be
retained 4 fiscal years after
No
Wis. Stat.
, state
Wis. Stat.
Confidential
Yesbuilding plans and specifications per § 19.36(9)and § 16.851
PII
NoNo
related
encies to DOA or
ntact person and other
Series Description
Records include site visit reports, trouble reports, service history, network upgrade documentation and other correspondence, including work orders, work schedules, building/circuit
diagrams, network outages and application outages. History and summary records related to the provision, quality, and availability of network support services. Requests by agcontracted
service provider for data communication service, installation, or repair and response to the request. Records include support documentation for telecommunication and network equipment.
Circuit inventories used by the agency, which may include phone wires, circuit number, vendor, cost per month, type of connection, terminal series, software, corelevant information
about the circuit.
Records
Series Title
Network Support or Circuit Installation and Service History and SummaryTelecom and Data CircuitInventories
Page
|
RDA
11
Number
IT000020IT000021
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or
:/4/j
omer
Qbdlfu!Qh/!363
rmation
generated program
-
Logs are also retained
or any other automated
Examples/Notes
provided services. They
-
connection information
-
daily schedulesOracle server storage reportsrun reports / requestsinternallylogs logs that have limited business value to the agencymetadataother records documenting the successful completion
of a run
mail server logs, etc), and other
-
Support manualsCrossBinding post infoBackup proceduresrecords may include:
Network usage logs, performance management, troubleshooting or other network monitoring (modem pool logs, network flows generated by routers, DHCP logs, erecords created to document
computer usage for reportingother purposes. Examples:System usage filesStorage manager reportsTSM logsSoftware Library Computer run logs and related Logs may relate to access of agencyare
needed for incident resolution, such as litigation and custcomplaints.to reveal unauthorized access and intrusions.
Event
Description
Event is superseded or reviewed. Creation
and
., but
year and
Minimum
Disposition
Retention
(event) ending date of planning cycle.EVT and destroyconfidential CR + 1destroy confidentialNOT before relevant audit (federal, state, etc.) or incident
--
ollow
Confidential
Yes, metadata may contain confidential information. Follow agencyspecific statutory citations.Yes, fagencyspecific statutory citations
PII
No
Yes
and use of agency
on the destruction of files
Series Description
Includes compiled application,
Records include logs created to monitor usage. The logs may include network or operating system logs (that are not security related). Lists of holdings, control logs and informationstored
on electronic media (does not include the data on the media).Records include electronic files, automated logs, or film logs created to monitor access services.security, and system logs.
Records
Series Title
Operational and Other Automated LogsAccess Logs
Page
|
RDA
12
Number
IT000023IT000026
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:/4/j
on and
-
Qbdlfu!Qh/!364
Security logs, such as
Examples/Notes
off.
-
when pages were posted, updated or removedreports from applications such as Zscaler
Examples:those related to file and folder access, account and group management, and user loglog Agency Internet Services logsAccess and usage trendsStatisticsInternet and Intranet
logsWeb server logsWeb Site posting logs indicating File transfer logsService access logsFilm logsLogs may relate to employment actions and performance management. Examples:Proxy server
logs and web filtering Elsa logs
Event
Description
Creation
-
-
and
,
year
-
bes
issues
months
4), Provides
Minimum
-
Disposition
Retention
litigation have been resolved and documentation requirements have been met.IRS records retention for tax information security events for state and local agencies with FTI data access
is covered under IRS Pub 1075; Section 9.3.3.3., Audit events (AU2), descrirelevant Security related events and Section 9.3.3.5., Audit Storage Capacity (AUretention requirements.EVT
+ 3 and destroy confidentialunless required for security purposes. While oneretention is likely to be desirable in order to respond to employee supervisory issues, a shorter
-
ollow
Confidential
Yes, fagencyspecific statutory citations
PII
Yes
electronic files or
Series Description
Records include automated logs created to monitor and control use of the Internet by agency employees.
Records
Series Title
Employee Internet Use Logs
Page
|
RDA
13
Number
IT000027
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:/4/j
detail
usage
Qbdlfu!Qh/!365
airs done by vendor.
Examples/Notes
line repvendor.
Examples:
Examples:Web TrendsGoogle AnalyticsUrchinAssociated reports to management Example:Phone bill details Reports of routine phone/phone Work orders submitted to the
or
.
Event
Description
Creation CreationEvent is close of contract provision of service
and
these
If there is
on is
Minimum
Disposition
Retention
term retention period is acceptable for internet usage logs because they create a large volume of records for the business value received. Often data extractidifficult due to the disarranged
data format and the large volume of data generated.CR + 1 year and destroy. CR + 5 years and destroyEVT + 1 year and destroy. NOTE:no summary report as in IT000020,records will need
the following, years after (event) ending date of planning cycle.
NoNoNo
Confidential
PII
NoNoNo
Series Description
Records include reports of web usage retained for trend analysis and customer service performance or related usage tracking data.Records include documentation created for functions associated
with the telephone system call detail.Records include user change/ trouble requests, internal service order documentation, service order submitted to vendor, and maintenance and order
logs.
Records
Series Title
Website Usage ReportsTelephone System Call DetailTelecom Maintenance Work Order Files and Logs
Page
|
RDA
14
Number
IT000028IT000029IT000031
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:/4/j
o the
Qbdlfu!Qh/!366
:
Examples/Notes
requests
agreements
Records may be needed for audits, system security, summary reports, planning. Examples AccessAccess authorizationsRecords may be needed for employment actions. Examples:Data confidentiality
formsEmployee password security Dates of such acknowledgementAppointment, authorization or approval from the agency head or delegated authority tenterprise IT security officer. Documentation
of who has administrative access privileges to applications.
r
Event
Description
Event is departure of employee requesting authorizationEvent is departure of employee, contractor ovendor Event is departure of security officer or personnel granted administrative
privileges or (event) revocation of such privileges.
and
.. .
years years years
Circular
Minimum
Disposition
102
Retention
-greements with
n compliance
EVT + 2 and destroy confidential EVT + 8 and destroy confidential If records are placed in the employee personnel file, the retention period would follow HR000190 (8 years after termination).EVT
+ 4and destroy confidential Iwith the Federal Office of Management and Budget Aand Cooperative AState and Local Governments.
---
ollow ollow ollow
f
Confidential
Yes, fagencyspecific statutory citationsYes,agencyspecific statutory citationsYes, fagencyspecific statutory citations
PII
YesYesYes
related
-
account on its own is not a
ecific RDA.
Series Description
sp
-
A user
Records include but are not limited to local and remote access and authorized logon id requests to agency systems or applications. NOTE: record. This RDA covers the approvals/actions
regarding access to an account. Any specific email records would be covered by a correspondence or project RDA in the ADM GRS (ADM0009, ADM00010, ADM00026, ADM00027), or a programRecords
include employee acknowledgement of securityresponsibilities and trusted use agreements. Records may include the appointment, authorization, and approval from the agency head or delegated
authority to the security officer regarding who has administrative access privileges to applications.
Records
Series Title
User Access Requests and Authorizations Employee / Contractor / Vendor Responsibility Acknowledgement Agreements, Trusted Use Agreements Assignment and Authorization of Security Officer
and Personnel with Administrator Privileges
Page
|
RDA
15
Number
IT000032IT000033IT000034
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:/4/j
tickets
Qbdlfu!Qh/!367
performance or
pass label
-
for account security
help desk
Examples/Notes
esk application reports
d
storage violationsstorage log
--
processingapplicationsmemoranda
These reports may be retained for customer servicerelated usage tracking data for employment actions. Examples:Daily eventsRestricted Logon ID logInfoInfoData set tracesLogging and violationsMainfram
e byResource tracingViolation for all platforms and Security breachesComputer investigations Examples:Help desk assistance requestsResolution recordsHelp Cherwell Requests management
types of activities (password resets, unlocks, enables) must follow IT000026. New User Access requests follow IT000032.Examples:Software inventoriesSoftware licensesSite licensesRelated
correspondence and
-
.
Event
Description
Event is relevant audit or incident litigation issues have been resolved and documentation requirements have been met. Event is case is resolved or report is no longer neededfor business
purposesEvent is software is disposed of or upgraded.
and
.
years
Circular
Minimum
Disposition
102
Retention
-
n compliance
EVT + 5 and destroy confidential Iwith the Federal Office of Management and Budget Aand Cooperative Agreements with State and Local Governments.EVT and destroy EVT + 1 year and destroy
-
ollow
NoNo
Confidential
Yes, fagencyspecific statutory citations
PII
NoNo
Yes
other
to users of
solving
-
agency information systems
.
Series Description
unauthorized entry attempts,
Records include those of incidents involving 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 documentation if appropriate. Records include documentation of troubleshooting and problemassistance
provided by the agency's information systems personnelthe systemsRecords include documentation of the use of software in to insure that agency software packages are compatible, license
and copyright provisions are complied with, and upgrades are obtained in a timely manner.
Records
Series Title
Computer Security, Incident and Investigation Reports User Support RecordsSoftware Management Records
Page
|
RDA
16
Number
IT000035IT000040 IT000041 NEW
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:/4/j
posting, and
other staff
Qbdlfu!Qh/!368
Examples/Notes
specify an agency's web policies and procedures;provide detailed procedures for documenting how records are selected, created and approved for web how they will be revised or removed;specify
what records will be created and how they will be created for interactive sections of web sites;document procedures used in the operation of the site;specify the relationship of the
webmaster and involved in preparing and posting web documents
Records that:
Event
Description
Event is superseded or the website is updated.
and
Minimum
Disposition
Retention
EVT and destroy
No
Confidential
PII
No
related to the site.
Series Description
Records include documentation of the management of a website that provides context and structure
Records
Series Title
Web Management and Operations
Page
|
RDA
17
Number
IT000042 NEW
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:/4/j
Qbdlfu!Qh/!369
steering group
State Email
erently.
old Domains,
Use Case/Example
Policies may be needed for reference and management audit purposes for a number of years after they are no longer in force.For an agency, this would apply to only the top level ITwithin
that agency. Agency oversight or enterprise oversight, like DOT's ITOC, TLC, the old Business Leadership Council, Enterprise Steering Team.These groups are more topical in nature, like
WEAT, Administrators, Security (ISAS), GIS Committee, directory working group. Project working committees that keep minutes would follow the project RDA, IT000009.System administration
operation procedures;Tape library procedures;Installation procedures;Backup procedures.
)
er (event)
State State
\[\[
Wisconsin
(
or the University of or the University of
\]\]
Operating procedures
Madison Archives.
torical Society
-
Minimum Retention and Disposition
Retain 7 years after (event) policy/standard is withdrawn, revised, updated, or superseded, and transfer to the appropriate archival repository HisArchivesWIRetain 3 years after (event)
minutes are published and transfer to the appropriate archival repository (Wisconsin Historical Society ArchivesWisconsin Madison Archives).Destroy 3 years after (event) distribution.Destroy
7 years aftprocedure is withdrawn, revised, updated, or superseded. NOTE: must be retained and accessible as long as they are in force. Outdated procedures for critical information
systems may be necessary for
SUPERSEDED RDAs
retention and
minutes and relevant
Description
Records of IT policies, standards and procedures that may include those covering access and security, systems development, data disposition, data ownership, and administrative operating
practices and procedures.Minutes and associated documents of IT Steering or Policy Committee meetings. These often document official actions of the committee on policy recommendations,
IT investment decisions, and other general IT business of the agency.Agendas, notices, supporting materials of IT committees that set or revise policy through decision making. Committees
may be ongoing or ad hoc.Procedures for entry of system operational parameters, system administration, hours of system operation, production control, and other aspects of an IT operation.
Note: this may include vendor and/or manufacturer documentation.
Critical
-Systems
Records Series Title
IT Policies and StandardsIT Steering/Policy Committee DocumentationIT Topical Committee DocumentationIT Operating Procedures Information
Page
|
RDA Number
IT000002 Superseded by ADM00023IT000004 Superseded by ADM00026IT000005 Superseded by ADM00027IT000012A Superseded by IT000012 18
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S) version of
Qbdlfu!Qh/!36:
oranda
configurations
orders
k
Operating manualsHardware/operating system requirementsHardwareequipment control systems
documentationor upgrade of software or application codediagrams
Release management Test procedures related to release
Records may include:Living Disaster Recovery and Planning System (LDRPIT documents.Subsequent procurements, contested procurements, open records requests, LAB audit reviews Documentation
and process used to choose technology to perform the functions.LAB audit reviewsStorage manager reportsLog filesTSM logsWorCorrespondence/memWork schedulesCopies of building or circuitry
Network design documentsThese records are essential for managing electronic records in agency automated information
e and
fiscal years after
reference and managementaudit purposes for up to 7 years after they are no longer used for active administration. Destroy 1 year or after (event) the agency no longer uses related software/hardwarall
data is transferred to and made usable in the new software/hardware environment.Destroy after (event) superseded by revised plan.Event (procurement) plus 4 years.Destroy 4 (event) ending
date of planning cycle.Destroy after supersededDestroy 1 year after (event) request is filled or repairs are made.Destroy after (event) the or migrated to a new structure
information and
Use, operation, and maintenance of an NOTE: This may include vendor and/or manufacturer documentation.Plans and documentation for the protection and reestablishment of IT services and
equipment in case of a disaster.Research, analysis, review and recommendation records regarding selected software/hardware for agency use, including vendor related material.Quality
control/data input records that may be used to verify data entered into a production file or database system upon initial creation or when significantly modified through batch type
operations.Lists of holdings, control longs and information on the destruction of files stored on electronic media in a library.Requests by agencies to DOA or contracted service provider
for data communication service, installation, or repair and response to the request.Data generally created during development or modification of an automated system. Data necessary
for
Software/Hardware
IT Infrastructure DocumentationDisaster Preparedness and Recovery PlansTechnology Selection DocumentationQuality Control FilesData/Backup Library Control FilesNetwork or Circuit Installation
and Service FilesData Documentation / Metadata
urchasing
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curement
|
IT000013 Superseded by IT000012IT000015 Superseded by ADM00008IT000017 Superseded by Pand ProGRS PUR00010IT000018 Superseded by IT000010IT000019 Superseded by IT000023IT000022 Combined
with IT000020IT000024 Combined 19
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Qbdlfu!Qh/!371
ve value as long
current call flows,
of validating an
Use Case/Example
validate the authenticity of
systems that have been discontinued or modified and haas the data/electronic records are retained. In some cases, agencies will retain data for extended periods of time, sometimes off
line. In such cases, it is essential that related documentation be retained in an accessible format. Used tothe electronic record in the unstructured world.This includes billing account
information, telecommunication service inventory, system configurations, user guides and instructions, support manuals, cross connection information, binding post information, backup
procedures. Data sets, including copies of production data or sample structured or unstructured data sets, used for the purpose sets used for this purpose are not considered to be records.
expected to be in the future.
superseded.
: if there is not a summary
Minimum Retention and Disposition
or format.Destroy after Note report as in IT000020, these records will need the following: (event) ending date of planning cycle. Destroy when no longer needed.
CLOSED
of data.
Description
Loading data from a production
access, retrieval, manipulation and
theinterpretation of data in an automated system may include the data element dictionary, file layout, codes, and other records that explain the meaning, purpose, structure, logical
relationships, ownership, use and originSupport documentation for telecommunication equipment and phone wires and circuits, and applications. Data used for testing system functionality
NOTE:system, obfuscating it, and using as test data does not create a new record.
A closed series contains records that are no longer created, nor are they
Records Series Title
Telecom Inventory Support Test Data
not
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RDA Number
with IT000010IT000030 Combined with IT000021 IT000025 CLOSED a record 20
Buubdinfou;!Jogpsnbujpo!Ufdiopmphz!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
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Qbdlfu!Qh/!372
ay not however
Use Case/Example
record series are listed to
Disaster preparedness and recovery plansManualsManual codesHandbooks, etc. Includes IT policies and proceduresSee ADM General Schedule for specifics, but includes IT Steering/ Policy
Committee DocumentationSee ADM General Schedule for specifics, but includes IT Topical Committee Documentation Copies of records created to initiate the purchasing process, authorize
and provide funds for, or satisfy claims and expedite payments for
-
superseded
rs and destroy
records are usually
is the date the policy
of business records.
t
Minimum Retention and Disposition
Event and destroy confidential Event is superseded by revised planEvent + 7 years and destroy Evenand procedure is or made obsolete.Creation + 5 years and transfer to the WHS or UWMadison
ArchivesCreation + 2 yeaDestroy after the current fiscal year plus 6 back fiscal years.Destroy after the current fiscal year plus 6 back fiscal years.Destroy 4 years after close of
contract. Purchase
-
classified
be
may include
or workgroups
RELATED RECORDS
ram units for computer
Description
This record set may May also be called Administrative
Agency official copy and work papers of the COOP/COG plan. NOTE:as confidentialEstablished departmental policies and procedures.NOTE:Practices or Directives or Executive Directives.Records
associated with teams, committees, projects, established by or among agencies that have program and/or policy impact.Records associated with teams, committees, projects, or workgroups
established by or among agencies that have internal impact only.Reports and other records from DETDOA, detailing charges for use of computer services which monthly billing reports,
copies of vouchers and bills.Records used to document, calculate costs and bill progusage and IT services. These records are also used for cost recovery, budgeting, or administrative
purposes.Records used to document, calculate costs and bill program units for computer usage and IT services. These records are also used for cost recovery,
-
Records Series Title
Bid/Proposal File
Agency Final Continuity of Operations/Continuity of Government Operational Plan and DocumentationInternal Policies and ProceduresTeam, Project, or Workgroup Documentation Program/Policy
ImpactTeam, Project, or Workgroup Documentation Internal and Routine ActivitiesComputer Services Billing RecordsRecords of Chargebacks to IT Service UsersContract and Request for
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RDA Number
Information on other record series in approved GRSs which may relate to the broader functional area of this GRS. These facilitate a more complete understanding of all the record series
within the broad scope of this function of government. It mcontain a complete listing of all records series used within your agency for these types ADM00008Administrative Records ADM00023Administrat
ive Records ADM00026Administrative RecordsADM00027Administrative Records90000021Fiscal & Acct.90000021Fiscal & Acct.PUR00010Purchasing & Procurement 21
Buubdinfou;!Jogpsnbujpo!Ufdiopmphz!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
-
:/4/j
Qbdlfu!Qh/!373
needed for
e orders, invoice
related records must be
-
ference or audit.
private service providers including copies of purchasrequests, receipts, agency vouchers, service reports, and other supporting documentation. Financialretained FIS+6 years per Fiscal
and Accounting General Schedule RDA#9000021IT units may maintain key contractrelated documents litigation. These records must be retained 6 years after expiration of the contract to
satisfy the statute of limitations on contract related litigation. Records not related to a contract may be needed for up to 3 years after the purchase for re
Request for
years and destroy
6
maintained together in Contract Case File.RDA PUR00007Purchasing Approval/Authorityand Procurement PlansEvt+
al reviews, and vendor
budgeting, or administrative purposes.Records used in the procurement of system hardware and software including request for proposals, proposals, quotations and bids, benchmark/acceptance
testing information, correspondence, duplicate copies of contracts, purchase orders, technicinformation including references and literature on the firm or product line.
urement Files
IT Proc
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Purchasing & ProcurementGRS 22
Buubdinfou;!Jogpsnbujpo!Ufdiopmphz!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
.
:/4/j
.
Qbdlfu!Qh/!374
ved. Now retained under ADM00029
Revision Made
ved. Now retained under ADM00029
examples remo
Retention decreased from 7 yrs to 4 yrsRetention increased from 3 yrs to 4 yrsRetention decreased from 2 yrs to 1 yrMOU and SLAMOU example remoSuperseded by new record series in Facilities
Management GRS, FAC00090.
REVISION HISTORY
A listing of changes to this GRS.
Responsibility
Documentation
Other Automated Logs
Record Series Title
ts
Support or Circuit Installation and Service
IT management Reports and MetricsSystems Specs Documentation and Quality Control FilesIT Service SupportNetwork History and SummaryOperational and Website Usage ReportsEmployee/Contractor/Vendor
Acknowledgement Agreements, Trusted Use AgreemenFiscal Year Planning Documents for IT Activity LevelsData Sharing AgreementsDisaster Recovery Records
RDA
Number
IT000003IT000010IT000016IT000020IT000023IT000028IT000033IT000006IT00006AIT000015A
,
,,,,,,,,
2014201420142014201420142014
-------
201520152015
Page
Date
10101010101010---
|
-------
991
---
Revision
Monday 11Monday11Monday,11Monday11Monday11Monday11Monday11Monday3Monday3Monday6 23
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Qbdlfu!Qh/!375
iption and
ded.
Clarifying note regarding procedures added to Use Case/Examples.Examples/Notes expanExamples/Notes expanded.
es and
tion
IT Software / Hardware Operating ProcedurInfrastructure DocumentaAccess LogsUser Support Records
IT000012IT000026IT000040
1515
--
2015
-
Page
1616
|
--
24
-
Monday,8Monday,11Monday,11 24
Buubdinfou;!Jogpsnbujpo!Ufdiopmphz!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/j
at the
ta.
d and
answer
Qbdlfu!Qh/!376
n unstructured
.
to manage and
an find patterns in data to
ation is the methodical process of
s own has no meaning. Only
nother application program.
eived).
anagement can involve protecting
, image editing programs, and
tools
a word is simply a word.
,
ge, and use information in its various forms
rawing
predetermined data types and understood
documents
nfidential or private information in data, reducing redundancy
of the parts that make up a whole. In computers and computer
form text in a word processing document is a typical example. I
while maintaining authenticity, integrity, reliability, and usability
-
for example, in textual
eb browsers, development tools, d
Appendix A
w
IT TERMS GLOSSARY
data type definition
or the process of making the arrangement
and recovery procedures are in place, protecting co
backup
data architecture.
ten refers to the specific hardware and software details in terms of devices attached, capacity or capability, and exactly wh
ata that resides in fixed fields within a record or file. Relational databases and spreadsheets are examples of structured da
is data that does not reside in fixed locations. Free
can be defined as a structured collection of records or data that is stored in a computer so that a program can consult it to
enterprise
is d
images, or other method of recording, in a form which can be assessed by a human or (especially) input into a computer, store
database
uctured Data
. The records retrieved in answer to queries become information that can be used to make decisions. The computer program used
Str Typically, structured data is managed by technology that allows for querying and reporting against relationships. Unstructured Data content, there is no conceptual definition and
no
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|
Application A combination of programs and services designed to perform a specific function directly for the user or, in some cases, for aExamples of applications include word processors,
database programs, communication program. Configuration Generally, a configuration is the arrangementnetworks, a configuration ofsystem is made up of. In networks, a configuration means
the network topology. In installing hardware and software, configurdefining options that are provided. Conversion The process of changing records from one file or database format to
another Data Numbers, characters,processed there, or transmitted on some digital channel. Computers nearly always represent data in binary format. Data on itwhen interpreted by some
kind of data processing system does it take on meaning and become information. People or computers cperceive information, and information can be used to enhance knowledge. Database
In computing, a queriesquery a database is known as a database management system (DBMS). Data Management Data management is the function of controlling the acquisition, analysis, storage,
retrieval and distribution of data. Data mthe physical security of data, ensuring in data, and establishing Information Technology (IT)IT (information technology) is a term that encompasses
all forms of technology used to create, store, exchan(business data, voice conversations, still images, motion pictures, multimedia, and other forms, including those not yet conc 25
Buubdinfou;!Jogpsnbujpo!Ufdiopmphz!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe
:/4/j
and
Qbdlfu!Qh/!377
etworks and
categories have been
icity, integrity, reliability,
of data was collected,
context, content, and structure
it contains from unauthorized
.
poses: (1) to record general system or
is, logs written by an application to record events
origin and destination, date/time sent/received, sender's
re continued access to the information as the system or
tware, personnel policies, information practice policies, disaster
scheduling, and controlling of project activities to effectively and
e. Policies are established as a means of maintaining order, security,
Infrastructure components are units of technology (hardware, software, networks, platforms, etc.) that
cribes the structure, data elements, interrelationships and other characteristics of electronic information.
n audit record for activity in an electronic system, including records of access or updates to system resources (access to
misuse. Security must be balanced against the need for access and the rights of citizens to privacy.
ology, a network is a series of points or nodes interconnected by communication paths. Networks can interconnect with other n
efers to the action of tracking modifications or activity of a user or application within a computing system, three broad log
networks.
-
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|
Infrastructure The basic framework of an organization or operation. support the flow and processing of information, determine how it functions and how flexible it is to meet future
requirements Log Files Where logging rdefined in this document: (1) system operational and other automated logs, (2) application access logs (that and activities occurring within the
application itself), and (3) employee internet use logs. A log can serve at least two purapplication events, or (2) to serve as athe internet, access and updates to files and updates
to security rules). Metadata In general, metadata is "data about data" and desWhen describing structured data (such as that in a data warehouse), metadata includes how, when and by
whom a particular set how the data is formatted. When describing unstructured data (such as email, web pages, reports, etc.) metadata describes theof the electronic records. Metadata
can be used in the management of records to track messageidentity, addressee(s) identity, subject, attachments and return receipts, among other things. Migration The process of moving
data from one information system or storage medium to another to ensumedium becomes obsolete or degrades over time. The act of moving records from one system to another while maintaining
authentand usability. Network In information techncontain sub Policies A policy is a formal set of statements that define operating rules within the enterprisconsistency, or other ways
of successfully furthering a goal or mission. Project Management The formalized process of managing a large project. Project management is the planning, efficiently reach a major goal,
such as developing a program or building a facility. Security Security encompasses all of the safeguards in an information system, including hardware, sofpreparedness, and the oversight
of all these areas. The purpose of security is to protect both the system and the informationexternal access and from internal 26
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:/4/j
Qbdlfu!Qh/!378
s connections
into consideration various
. A server operating system is intended,
) is "an application program that accept
server operating system
server application
making system, financial system, administrative system) to perform certain
-
ot performable by the elements alone (Rechtin 1991). A system takes into account
(also called a
people involved, required input and output information, and tools needed for each step in
server
is an adjective in the term
Server
riteria (some of which may be mandatory), voluntary guidelines and best practices. The word standard can also be used to mean
related tasks and procedures (operating system, decision
has several related meanings. In information technology, a
Page
|
Server Serverin order to service requests by sending back responses." enabled, or better able to run server applications. Standard Standards are a set of ccommonly accepted. Structured
Data (see Data) System A set of elements so connected or related as to perform a unique function nthe interdependence of people and events, actions and conditions and institutions and
organizations. A systems approach takes"production lines" of functions. Unstructured Data (see Data) Workflow A term used to describe the tasks, procedural steps, organizations or a
business process.27
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Qbdlfu!Qh/!379
Officer and Personnel
Security
ts and Authorizations
, Incident and Investigation Reports
Acknowledgement Agreements, Trusted Use Agreementswith Administrator PrivilegesSummary
Telecommunications Services IT000021 Telecom and Data Circuit InventoriesIT000029 Telephone System Call DetailIT000031 Telecom Maintenance Work Order Files and Logs IT Security IT000026
Access LogsIT000032 User Access RequesIT000033 Employee / Contractor / Vendor Responsibility IT000034 Assignment and Authorization of IT000035 Computer Security Network / Data Communication
Services IT000020 Network Support or Circuit Installation and Service History and IT000021 Telecom and Data Circuit InventoriesIT000023 Operational and Other Automated Logs
Appendix B
Topical Index
Specification Documentation and Quality Control Files
s
Management and Operations
Operating System and Hardware Migration Plans
010 System
Infrastructure Documentation
Page
|
General Administration IT000001 IT Strategic PlansIT000003 IT Management Reports and MetricsIT000006 Fiscal Year Planning Documents for IT Activity LevelsIT000006A Data Sharing AgreementsIT000007
Performance MeasuresIT000008 IT Project Plans and ChartersIT000009 IT Project Status Reports, Workflows and Test Plan Application Development IT000IT000011 Source Code and Test Data
Computer Operations, Desktop and Technical Support IT000012 IT Software / Hardware Operating Procedures and IT000014 IT000016 IT Service Support DocumentationIT000040 User Support RecordsIT000041
Software Management Records Internet Services IT000027 Employee Internet Use LogsIT000028 Website Usage ReportsIT000042 Web 28
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!
!
!
uf-!Dpvouz-!boe!Nvojdjqbm!mfwfm
!
!
Sfmbufe!Sfdpset
!
904103142
1
!!!!
boe
;!
!
by the Public Records Board:
1904103132
ed
Fyqjsbujpo
Approv
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bmm!vojut!pg!Xjtdpotjo!Hpwfsonfou!bu!uif!Tub
!
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!
Gps!vtf!cz
!
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,
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ayroll ,
p
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er
created or
ain Personally
the University of
,
ined in records
s series was created
tration
Wis. Stat. §
Records that are unique to
.
. The department or institution is
government unit
regardless of format or media.
Wis. Stat. § 16.61
spite this broad definition,
To safeguard the information conta
mail directories; d) record series pertaining exclusively
.
-
ecords
Public Records Board (PRB).
r
the
,
struction of documents in the normal course of business
formats. Electronic format examples include those
Disposition Authorization (RDA)
tapes/cartridges
If in doubt as to whether a specific record series contains PII, check
c) telephone or e
.
, or other
and
payroll and benefits
and approved by
to,
!
or audits currently underway or known to be planned.
!
,
for additional information about how to use this schedule. In particular please
electronic
separate Records .
mailing lists;
,
a
in paper
require
!
Stat. § 19.62(5)
unit
ongoing legal holds
consin
,
include records which are unique to the mission of a single that must be submitted
.
record series that contains PII incidental to the primary purpose for which the record
The schedule is applicable to
Wis
.
.
not
Admin. Code ch. Admin 12
in electronic format, agencies must meet the standards and requirements for the management of electronic
data contained in database systems,
,
Wis.
mail
-
a specific government , requires that record series within a schedule containing the following types of PII need not be identified as such: a) the
igence, and human resource functions.
Wis. Stat. § 16.61(2)(b)
Gpsnbu
exclusively
!
agency legal counsel
Introduction to General Records Schedules
pobmmz!Jefoujgjbcmf!Jogpsnbujpo
those relating to state agency procurement or budgeting
your
f)
Qfst
Sfdpset
Page
Tdpqf!
|
J/!This schedule governs the records retention obligations of state agencies pursuant to as defined in This schedule covers records which most state agencies, including the University
of Wisconsin System AdminisWisconsin Institutions, all Wisconsin counties, municipalities and other units of local government create and use to administand benefits related recordsThis
general schedule may the mission of responsible for creating a RDA See the review the restrictions on conditions that might preclude the authorized deincluding open records requestsThis
schedule goes into effect upon final approval by the Public Records Board. JJ/!Records covered in this schedule may be transmitted via emaintained records outlined in As of October
1, 2015, most state agencies are using STAR (PeopleSoft) as the infrastructure for finance, budget, procurementbusiness intell JJJ/!Wisconsin law requires authorities to specifically
identify certain record series within a general records schedule that contIdentifiable Information (PII)16.61(3)(u)(2)results of certain computer matching programs; b) to agency employees;
and e) andwith 1
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is
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within the
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he series are
be identified as
thin your agency
providing the
identify any record
a cross walk between new
GRS will
is
Th
provides
.
A record series should
.
so requires. If in doubt as to whether or not a
that
legal counsel
to be closed.
authority
your agency
record series
attempt is made to retain the previous RDA number,
er has been used to cover records that were previously identified
, or other legal
numb
titled
table
information on other record series in approved GRSs which may relate to the broader
or RDA
previously included
It may not however contain a complete listing of all records series used wi
is confidential, check with
isting of changes to this GRS.
some
administrative ruleprovides
!
,
When revising a GRS, an
.
.
following GRS
record series
section
!
information required by law to be kept confidential or specifically required to be protected from public access,
!
it is common for
confidential and are open to public disclosure, however, there are exceptions
a GRS
, or content in that record,
means that a new
The last column in the
superseded RDA numbers
ly.
that may contain
fying the state or federal statute
Sfwjtjpo!Ijtupsz
any
Dmptfe!Sfdpse!Tfsjft
Dpogjefoujbmjuz!pg!SfdpsetSfmbufe!Sfdpset
ctional area of this GRS. These record series are listed to facilitate a more complete understanding of all the record series
Tvqfstfefe!Sfdpse!Tfsjft
Page
|
Superseded
JW/!Most records are not series identispecific recordconfidential even if not all records in the series contain confidential information and not all parts of records covered by tconfidential.
W/!differentand underlying records remain the same WJ/!Tfunbroad scope of this function of government. for these types of business records.WJJ/!When revising containing document.WJJJ/!
2
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QBZ11114QBZ11117!QBZ11118!!!
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!
!
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!!See HR000202 for PersonnelHistory Roster records. !
!
!
last
.
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Event is date of pay periodEvent is last date of pay period.Event is last date of pay period.Event is date case closed or date of final action.Event is last date of pay period.
!
.
15
boe!
+5 +15 ++4
Njojnvn!
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Ejtqptjujpo
EVTyears and destroyconfidentialEVTyears and destroy confidential.EVTyears and destroy confidential.EVT+10 years and destroy confidential.EVTyears and destroy confidential.
!
!
Stat. §§
No
YesYesYesYes
bcpwf*
146.82
)Tff!JW/!
19.36(10) 19.36(10)
and 40.07and 40.07
19.36(10), 19.36(13),
and 146.82
Wis. Stat. §
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Wis. Wis. Stat. §§ Wis. Stat. §§
!
!
QJJ!
YesYesYesYesYes
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-
of
long
!
other
sum pay
-
final payroll results
and includes the
policies.
lump
Tfsjft!Eftdsjqujpo
leave
djustments made to the payroll
Aand supporting documentation.May include, but not limited to, retroactive adjustments to hours worked, adjustments, benefit adjustments, and gross salary adjustments.Records used to
process transactions for current leave usage, sabbatical and termending balance for the pay period.Records are the payroll processing functions for each employee.May include, but not
limited to, calculations to arrive at gross and net check amounts.Case files developed to establish the and/or impose other sanctions or corrective actions. Most of these involve pursuing
recovery that contractors were unsuccessful with or clarifying Medicare policy. There may also be general correspondence reiterating MedicareListings showing gross and net pay, as well
as deductions for employees. Also includes payroll voucher signature page.
!
!
!
!
!!
Sfdpse!Tfsjft!Ujumf
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!!!!!
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!
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|
QBZ11115QBZ11116QBZ11119QBZ11121QBZ11122
3
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withholding agreements and voluntary insurance records.May include, but not limited to, federal and state withholding, earned income credit, and ERA records.Requests and action associated
with staff requesting unemployment compensation.May include, but not limited to, requests to employer for wage and separation information, notice of determination or redetermination,
check stubs, and earnings history report and supporting documentation.Employee leave and overtime requests.May include, but not limited to, initial request, approval, denial, change
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policies/regulations/manuals, etc., must beunder a programRecords or reports filed with the federal Internal Revenue Service, Social Security Administration or State Department of Revenue,
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7
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November 11, 2013
A
General Records Schedule
bmm!vojut!pg!Xjtdpotjo!Hpwfsonfou!bu!uif!Tub
!
Purchasing & Procurement
Gps!vtf!cz
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ds;
Qbdlfu!Qh/!38:
and
and
sis after the
(including
program
commodities and
demands
rocurement
acquire goods
p
program documentation.
or
proper
district
the procurement of
,
o safeguard the information contained in
T
related records which would apply only to that single
-
This schedule also applies to all records born digital
create and use to administer
19
d other state agencies.
and procedures.
of
activities to meet internal administrative needs, legal
an
2
)
Page
DOA
(
niversity of Wisconsin System Administration and the University of Wisconsin
U
records whether maintained in central, regional
requirements;
) to schedule unique or mission
schedule provides agency staff with a sound basis for
and procurement
,
.
Government
and procurement
general records
agencies retain purchasing and procurement records as long as needed for internal administration and to meet
Chapter ADM 12
tate agencies, including the
s
sets forth detailed procurement policies
records which are solely unique to the mission of a single agency. The department or institution is responsible to
purchasing
the Department of Administration
Administrative Code, define purchasing and competitive bidding policies; and,
nsure
most
mail), data contained in database systems, tapes/cartridges and other types of electronic records and information
-
documentation of purchasing
in electronic format, agencies must meet the standards and requirements for the management of electronic records
include
s which
day operations. State procurement laws and policies are established as follows:
16.78, apply to all general purchasing of goods and services by agencies and institutions;
not
-
-
proper
to
-
effective management of records; and
is applicable to
-
may
16.70
audit and other State and Federal
exclusively
§
cost
.
Wisconsin state agencies with uniform guidelines for the retention and disposition of common purchasing and procurement recoragencies with legal authorization to dispose of obsolete
records in the normal course of business on a regularly scheduled ba
s
s
ss
specific Retention Disposition Authorizations (RDAs
11 and 50, Wisconsin
e
-
-
all Wisconsin counties, municipalities and other units of local government
State Procurement Manual
Wisconsin Administrative Rule,
Provides the framework to elegal, fiscal,ProvidePromoteProvidtime requirements in the established retention periods have been satisfied.Wis. StatAMD5The
and regardless of format or media.
is schedule:
ecords covered in this schedule may be retained either in electronic or in paper format.
h
INTRODUCTION PURPOSE Agencies must maintain program and financial audit requirements. This T Retention and disposition policies in this schedule should be implemented in a timely and
efficient manner. SCOPE Wisconsin procurement statutes provide a framework for the policies and procedures used by state agencies and institutions toservices needed for day This schedule
covers recordInstitutions,services. The schedule units This general schedule write programagency. RECORDS FORMAT Rthose created or transmitted via esystems maintained and managed by
records maintained outlined in
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,
and
as a
eep
e
k
the
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hes
T
NOT
the State
considered
when
to
DO
ach record
in the previous
separately from
ies,
16.61(2), and
s
§
DAs
In some state
lease see the paragraph
these materials and
necessary to support a
es.
itles of records series
, p
Therefore,
.
Superseded and Obsolete
If multiple sets of records are
Several R
Wis. Stat.
be purchased are
official record
as the t
ecord
may
under
s of purchasing and procurement
Records General Records Schedule
retain convenience cop
schedules.
, if any, to reference
records
-
reference or convenience copies
ence materials becomes
staff do
records
non
file.
For other sources of advice
r the retention of its
(
Administrative
agency
for each purchasing record series.not send
the
If
.
contract
. Do
of procurement related records.
record
audit or legal requirement
cy
record
they should seek assistance from their purchasing or procurement
on the de facto status of the official r
one of the saved refer
19
,
agen
-
of
quisitions may be retained by the purchasing / procurement program
3
eports, federal specifications and sample master specifications.
r
ord
The agency which is required to retain the official record for e
Page
rec
and assign responsibility fo
Purchasing and Procurement General Records Schedule
as part of the appropriate
single or multi
identify
which is
are covered by other approved general
ed
convenience. These copies are considered
specific agency titles of purchasing and procurement records
convenience copy takes
which
retain
to satisfy
on
ll formats
responsible to retain the official record
.)
every
is
. (Please see the
training staff for their
expired, the
For example, a file of purchase re
rocurement
or not a specific record is confidential
p
nd systems utilized by the state.
and
agency must identify and designate the official
information and reference materials related to commodities and services that
agency personnel should establish procedures to determine the need
that agencies proactively
at
agency
n and Assistance
accounting staff
record has
REFERENCED
-
which must be retained
urchasing and
therefore
p
eneral Records Schedule
G
record
state agency, th
he
t
is that
may not be the exact titles used by
at the end of this schedule for more information.)
.
Additional Informatio
Accounting
CONVENIENCE COPIES
however
/
. These materials may include catalogs, news clippings, consumer
record
needs help determining whether
it then becomes an official record and must be
,
records related to
The official record applies to information in a
and
within a single
or program units may be designated as the record custodians for the official
entitled
contained herein is identified.
records
Fiscal
-
INTERRELATED RECORDS CROSS There are Purchasing and Procurement General Records Schedule have now been superseded by those in the RDAs summary FOR EFFECTIVE USE OF THIS SCHEDULE This
schedule requires some interpretationcontained herein records ormanager, their agency records officer, below OFFICIAL RECORD Many documents are produced in purchasing and procurement
areas across multiple disciplines and locations within state agenciagencies, a central purchasing/procurement bureau maintains the official districtretained The official activities.
VendorNet database or other applications aseries It is essential for proper record keepingreference or convenience copies. REFERENCE Reference copies are duplicates kept by agency
should be destroyed when no longer needed. convenience retention period set for the official reference or convenience copies longer than the retention periods specified in this scheduleRecords
Center In addition, product reference files, i.e.,non materials can be voluminous, establish policies to destroy outdated, unnecessary product reference materials. If purchase,
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ers
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Wis. Stat.
resumes inactive
is available to
their lifecycle.
pursuant to
are called
cannot be
contain personally
must be destroyed in a
disclosure of this
d series. If there is doubt
inventory database to
in
. The records are provided a
may contain confidential
.
which
trade secrets
ble information such as
which
nstead of being destroyed. The RDAs
the information
such as basis.
The State Historical Society
Records
ll records are tagged for destruction or
records retention
when records have completed
regular
.
l counsel.
er uses a
for additional information
There may be legal limitations
.
here are exceptions
at the correct time
contained herein
must ensure that records identified in this schedule as containing
19
:
of
however, t
ecords may contain personally identifia 4
r
records while stored at the State Records Center
he State Records Cent
T
ue. gencies
Page
check with agency legal counsel.
its
public
I,
ertain
of records that are no longer needed on a
23 of the State Procurement Manual
by agency records officers are allowed access. A
may contain PII, confidential or both types of information. Any records identified in this
-
D
-
For example, c
have historical val
Vendors may identify records or portions of records as trade secrets and in so doing, these
.
PRO
(c)
,
can be associated with a particular individual
which may
is responsible for the preservation of state government records which have historical value. Some of the
(PII)
ee section
19.62(5)
which
134.90(1)
:
§
§
agency maintains legal custody of
have met their retention periods, a
stored at the State Records Center.
ecords
manage the disposition
etc.,
be
Please s
Each
which
may
Wis. Stat.
Wis. Stat.
:
ecords.
identifying r
addresses,
requires authorities to specifically identify certain record series within a general records schedule ,
s
,
ner. Shredding is the best method to ensure proper disposal of PII and confidential information. The State Records Center off
INACTIVE RECORDS
(u)
as defined in
DESTRUCTION OF CONFIDENTIAL AND SENSITIVE INFORMATION
upon entering the State Records Center and records officers are notified
If in doubt as to whether a specific record series contains PI
become confidential.
and
16.61(3)
RETENTION AND DISPOSITION OF PURCHASING AND PROCUREMENT RECORDS
,
§
,
may AINTAINING
able information (PII).
M Records which have lived through their immediate use but must remain accessible for the duration of their retention lifecyclerecords. Inactive records manage all inactive rgreater
level of security as only individuals authorized transfer RECORDS TRANSFER The Wisconsin State Historical SocietyRDAs contained in this schedule require the associated records be transferred
to the State Historical Society irequiring the transfer of these records are identified in the Minimum Retention and Disposition column. assist agencies with RECORDS When disposing
of records personally identifiable information (PII) or confidential information are destroyed in such a way as to assure compromised or reconstructed. RDAs in this schedule confidential
manconfidential destruction services to all state agencies.
telephone number
19.36 (5)
CONFIDENTIALITY OF RECORDS Most procurement related records are not confidential but are open and §records It is standard record management practice to maintain confidential information
separately in the applicable procurement recorregarding whether or not a specific record is confidential, staff is advised to check with agency lega PERSONALLY IDENTIFIABLE INFORMATION
Wis. Stat. identifimore identifiers or other information or circumstances.with information. CONTROL Agencies should use this schedule to
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of all state
be retained
systems
gency records
notification
request until the
urement records. Agencies
maintaining separate
record
Agencies with delegated
Contact your a
.
to schedule these
to reduce bidding preparation time
Records must however
tion of interest to vendors who wish to
RDAs
Vendors may register with the state by
years. Should that occur, the record series in
VendorNet
f business.
curement Manual
delegated agencies are so obligated.
-
several
ecords request is pending before disposing of that
r
accessibility over time to comply with the requirements
develop their own
pen
provides vendors with an automatic
o
assure
State agencies use
Agencies and UW System institutions3 in the State Pro
-
A
-
of potential bidding opportunities.
19
of
hnology to
PRO
5
; and/or,
specific RDAs just as non
-
t the state buys and how much it spends is included. In addition, information
Page
easy access to a wide variety of informa
s
The annual registration
to be notified
.
provide
General information on how to do business with the state, names, addresses and
forbids the destruction of any record after an inspection or
.
ervices
and any agency
and procurement system within the next
which
for vendors
and s
;
destroy purchasing records in the normal course o
;
purchasing and procurement activities must
.
goods
of interest for which they registered.
audit
.
(s)
OR TRANSFER DATE
of particular records is in process
their
legal action
transfer or
opportunities
manage
o
and
nformation system
y
the area
for a
is committed to converting data to new tec
help
as needed
general records schedule
and t
Chapter ADM 12
Wisconsin Open Records Law
ESTRUCTION
,
compan
fice holding the record to determine if an audit, litigation or an
the subject of an
advice
official, electronic data system included in this schedule.
their
19.35(5)
Procurement
§
BEYOND D
if one or more of the conditions listed below apply.
have delegated authority to conduct procurements as defined in
Bureau of
Wis. Stat.
or legal counsel for
n open records request for retrieval
may
articular records are articular records are needed
PPAThe Retention Disposition Authorization has expired or a new RDA is under development.
by an agency
, State
Wisconsin Administrative Rule,
RETAINING RECORDS Retention periods and disposition directions contained in this document are state policy requirements for purchasing and procare required to follow this schedulelonger
Pursuant to request is granted, or at least 60 days after the date that the request is denied. Court orders may extend this time period. custodian It is the responsibility of the
ofrecord. VENDORNET VendorNet is an electronic purchasing iprovide goods and services to state agencies and municipalitiestelephone numbers of state agency procurement staff and a summary
of whaon certified work centers, minority business enterprises, recycling and affirmative action programs is available. providing information on agency procurements over $50,000 in
for state agency personnel and to improve DOAinformation systems or databases to VendorNet may be replaced with an enterprise purchasingthis schedule now applicable to VendorNet,
would then apply to that new system. of DELEGATION OF PURCHASING AUTHORITY TO AGENCIES Agenciesauthority are required to follow this
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Agency
the use of
Administrative
on
the
(as applicable)
. The Wisconsin
.
See
gov
s; preserves and makes
for more information.
fficer is responsible for records management
o
.
agencies staff should contact
67
,
ederal audit requirements.
8
statedocuments@dpi.wi.
F
7
ling systems should meet staff informational needs
-
ms
ecords
r
provide more information and guidance
53707
tate funds. The Public Records Board has established a
to
tate and
S
S
Wisconsin Document Depository Program
training to assist agencies with record management, including
Public Records Board website
19
, Madison, WI
of
to meet most
6
67
or organized filing syste
to state publications published electronically on Wisconsin State Agency
personnel to design information management processes and implement
)
on the
,
Page
training on the use and implementation of general records schedules.
grant
e availability of state publications for use by the public throughout Wisconsin now
a URLs
as a way for state agencies to fulfill the statutory obligation to participate in the
P.O. Box 78
to include
assures th
ederal funding sources as well as
,
published on the Web. Electronic publications are collected and preserved as part of the
F
and procurement
.
can offer technical assistance and
Grant Documentation
Contact the State Records Center for more information.
Introduction to General Records Schedules
.
FUNDS
. They are only
Staff
101 East Wilson Street,
DM00013
after completion or denial of
. Uniform Resource Locators (
k with purchasing
#A
fficer who serves as liaison to the Public Records Board. The
statedocuments@dpi.wi.gov
digital
o
developed an
gram
years
RDA
Records Coordinator
,
and assistance in your agency
ecords
r
six (6)
Public Records Board staff
as amended by 1991 Wisconsin Act 285, requires Wisconsin state agencies to send copies of their publications, regardless of
,
.
available to wor
5.84
3
also
referencing to the retention and disposition guidance contained in this schedule.
Bureau of Procurement,
-
1
are
Public Records Board
Wisconsin Reference and Loan Library for distribution to libraries through the
State
35.8
§
fficers
o
Agency Records Officer or Agency Purchasing or Procurement DOAUW System Administration, Office of General Counsel, 1852 Van Hise Hall, 1220 Linden Dr. Madison, WI 53706.Agency legal
counsel.
ecords
RECORDS RELATED TO THE USE OF FEDERAL This schedule applies to records related to purchasing from minimum retention period of Records General Records Schedule WISCONSIN DOCUMENT DEPOSITORY
PROGRAM Wis. Stats. format, to the Document Depository Program collects and distributes state publications in print and electronic formats to Wisconsin librarieavailable a record of
major state government programs; andand in the future. For more information, contact the Wisconsin Reference and Loan Library via email at ELECTRONIC STATE PUBLICATIONS Many state
publications are now bornWisconsin Document Depository Prowebsites should be emailed directly to Wisconsin Document Depository Program. FOR ADDITIONAL INFORMATION AND ASSISTANCE Each
agency has a designated planning, program developmentrorganized filing systems that are consistent with effective, efficient records management principles. Fiand facilitate cross For
additional information and assistance implementing this general schedule In addition, the general records schedulesrecords scheduling and interpretation of schedules.
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
9010790116
No.
Old RDA
Applicable)
Qbdlfu!Qh/!395
Notes
/
Note:
.
state agency
Use Case
State Bureau of Procurement retains official record Use PUR00010 for actual Work Center contractsExamples include Affirmative Action Exemption form; Subcontractor List State agencies
retain official recordDOA may also be a
NoNo
Confidential
PII
NoNo
4
and
++ 4
Minimum
ears
Disposition
Retention &
EVTYDestroyEVTYears and Destroy
ent
Ev
Retention
Date on Certification or Recertification LetterContract End Date
-
19
of
tax
,
7
from
and
rtified
Wis. Stat.
Page
certification
Work Center
but are not
rticles of
enter
dence to ensure
enters for persons
C
, a
and licensed
C
pursuant to
,.
include
ork
ontractor affirmative
Work c
W
nternal Revenue Service
16.752104.07
minimum wage license
Work Centers are ce
which
correspon
-
§§
may also include
sub
files
.
laws, I
Series Description
discriminatory practices pursuant to
certification.
-
-
the
,
Wis. Stat. Wis. Stat.
16.765
qualification materials
§
identifies requirements for state agency
,
requests to develop a product or service
ecord series includes
Wisconsin State Use Board
16.752
The §procurement of materials, supplies, equipment and contractual services from with severe disabilities.pursuant to pursuant to This record series includes and recertification limited
to incorporation, byexempt lettersthe Department of Workforce Developmentother correspondence and documents covering issues related to Work Center eligibility for certification or re
Records in this series related related correspondence and decision.Contractors doing business with the State must comply with nonWis. Stat. This raction plans, contract compliance
forms and other program materials and
Title
and
Files
,
File
and Service
WORK CENTERS
Records Series
Work Center CertificationRecertificationProduct Development Contract Compliance Program
o.
RDA N
STATE USE BOARD PUR00001 CONTRACT COMPLIANCE PUR00002
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
7
:/4/l(If
901190111
No.
Old RDA
Applicable)
Qbdlfu!Qh/!396
;
Notes
nd
/
orm a
F
s and related
Use Case
State Bureau of Procurement retains official record RPA associated documentationProcurement Plandocuments. State Bureau of Procurement retains official record
NoNo
Confidential
PII
No
No
6
+
Minimum estroyestroy
earshen
Disposition
Retention &
Supersededthen D Vendorremains on the Directory until no longer eligible.EVTYTD
or,
ent
Denial
Ev
or
Retention
Date on DirectoryEnd of Resulting ContractRPAProcurement Plan Date
-
19
in
of
PRO
2
8
-
C
lists
-
per
Page
initiate
PRO
to
which
espondence
per
between the
Wis. Stat.
purchasing
In addition,
directory request for purchasing
documents associated
form, corr
sagency's delegated dollar
updated regularly and
thesecure approval or authority
is
s
(RPA)
and the
any dollar amount
Series Description
.
for the purchase of legal services or of
,
and
The directory
;
.
records
Agencies should use PUR00010 for its own
agencies are required to submit procurement
,
4
16.765
-
Contractors that have submitted Affirmative Action Plans are eligible to provide products and services to the State. This record series covercontractors that are eligible under §posted
on VendorNet, the database. Agencies are required to from the State Bureau of Procurement procurements beyond the level for a bid, request for proposal or sole source purchasemotor
vehicles the State Procurement Manual. Aplans to the State Bureau of Procurement for authorization of intended purchases. This record series covers the approval or authority and related
recordswith the procurement plan processstate agency and the State Bureau of Procurement. Note:internal
Title
and
PURCHASING APPROVAL/AUTHORITY
Records Series
Contract Compliance Vendor DirectoryRequests for Purchasing Approval/AuthorityProcurement Plans
o.
RDA N
PUR00003 REQUEST FOR PUR00007
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
New
90112901159012490129
No.
Old RDA
Applicable)
Qbdlfu!Qh/!397
Notes
/
Note:
.
Use Case
State Bureau of Procurement retains official record Resumes submitted with bids/proposals for services may contain PII such as home addresses, personal telephone numbers, license numbers,
etc. State agencies retain officialrecordDOA may also be a state agency.
ial
No
Confidential
Some information may qualify for Trade Secret protection per Wis. Stat. § 19.36(5). Some information may qualify for other legal protection such as copyright, patent, trademark or licensing.
It is possible some vendors may identify information as confident
PII
NoYes
256
Minimum estroyestroy
Disposition
Retention &
EVT + years then DEVT + years then D
on
ent
of Final
Ev
Retention
Date Signature Case LetterEnd Date of Resulting Contract or Cancellation Date of Contract or Bid/Proposal
19
in
all
Wis.
of
.
12
9
of
-
include
C
-
of
best
Page
of the
PRO
ments of
and
Agencies
require a
In addition, file
confirming that and
, the agency may
additional
, research 8
-
procurement
Note:
may
C
-
warranties,
,
simplified
This record series also
,
PRO
rice lists
,
as well as Requests for
5
-
or agreement, amendments,
by signature
C
-
then submits a case letter for the
complaints
piggyback
PRO
Series Description
those where the purchase order
notifications and approvals for
and state policies for contractual
contract
and
,
Request for Bid/Proposal, record
nt to the Governor. If the Governor
procurements
, the agency submits justification for the
Refer to
disputes,
ts compliance with the require
including
s
able state and federal statutes, rules,
.
16.705,
performs a complete analysis of the request
, signed pondence and related records.
fficial
§
Some e.g., the procurement of motor vehicles. In these situationunique purchase along with the signature agency head/chancellor or designee all applicregulations and guidelines are being
followed. The request is sent to the State Bureau of Procurementwhich and if appropriate, procuremeapproves the purchasebegin the procurement process. should use PUR00010 for its own
internal records This record series documents the commodities and services which contract judgmentInformationserves as the single contract. documenStat. services. File documents include
standards committee activities such as agendas, minutes, meeting results and correspondence, etc. File documents also the oawardCertificates of Insurance, pmaterials, fair market information,
cost analyses, protests, corresdocuments also include forms and related documents associated withtelecommunications, graphic reproduction equipment, banking services and private guard
servicesthe State Procurement Manual for
Title
STS FOR BIDS/PROPOSALS
File
and
REQUE
Records Series
Case LettersContract Request for Bid / Proposal
o.
09
RDA N
CASE LETTERS PUR000 CONTRACTS AND PUR00010
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
No.
Old RDA
Applicable)
Qbdlfu!Qh/!398
Notes
/
Use Case
Confidential
that is not actually protected by law. Check with your counsel.
PII
Minimum
Disposition
Retention &
ent
Ev
Retention
19
of
cords
10
choose
Page
may
Proposal File.
follow
ld also be sent
fe of the contract.
Return losing samples
Actual samples of
be sent to the program area to
Series Description
should
which must be retained in this records
copy
Agency purchasing and procurement staff
Purchasing records, such as purchase The following practices are recommended for Product and service warranties
he Contract and Request for Bid/
cial records are retained under RDA # 90000021 in
es.
documents seri Note:requisitions, interrelate with fiscal and accounting records. must determine with accounting units which work area is responsible to maintain the official record.
Offithe Fiscal and Accounting General Records Schedule. If the accounting unit is responsible for the official record, purchasing and procurement staffto keep a reference/convenience
copy of such rewith t Note:agency handling of product samples received with vendor bids and proposals: Product Samples Not Selected: to bidders/vendors at time of award to successful
bidder.Winning Product Samples:products related to successful bids and contracts such as socks, shoes, cloth samples, etc., should be returned to the bidders/vendors. Perishable items
such as food or bulky items such as mattresses, appliances or road salt samples shouback to the winning vendor. To the extent practical, retain other winning samples for the life of
the contract and then return to the bidder/vendor. In these cases, test results supporting the purchase decision should be retained for the li Note:PUR00010 to retain the official record
however a referencemaintain service or product performance.
Title
Records Series
o.
RDA N
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
9012390127
No.
Old RDA
Applicable)
Qbdlfu!Qh/!399
Notes
/
Note:
.
021 for its
. .
Agencies
e Bureau of
tain official
Use Case
State agencies rerecordDOA may also be a state agency. StatProcurement retains official record Note:may use PUR00own internal reviews and PUR00022 for its own internal reports
No
Yes
Confidential
The review may encounter confidential information such as trade secrets, etc.
PII
No
No
6
Minimum
Disposition
Retention &
EVT + Years and DestroyEVT and Destroy
ent
Ev
Retention
Contract End DateRetain for Five Years or Until Superseded, Whichever is Longer
19
of
ing
11
terms
Page
includ
n a timely the
the
i
Records
to support the
arries with it the
c
,
)
to meet
related to
(6
fail
documentation of
commodities
and
ay be used
(5)
,
include
and activities
Series Description
in the State Procurement Manual
in the State Procurement Manual
services or
cancellation of a contract or
6
6
r
-
-
G
A
--
16.004 (4)
ese records m
§
of commodities and services.
deliver
practices
PROPRO
in this series
e
,
State Bureau of Procurement
Agencies monitor contractor performance to assure service and commodity expectations meet specifications. Records vendors and contractors who and specifications of purchasing contracts
failure to manner. Threnegotiation oagreement. Refer to for more information on vendor performance.The Wis. Stats. responsibility to conduct management reviews of state agency purchasing
practices. Records in this series document the State Bureau of Procurement's management reviews of state agency policiespurchasinclude research, the report, responses to the report,
corrective action, etc. Refer to for more information on management reviews.
Title
urchasing
Records Series
Vendor Performance FilesState Bureau of Procurement PManagement Reviews
o.
15
RDA NR000
VENDOR PERFORMANCE PU MANAGEMENT REVIEWS PUR00020
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
New
90132
No.
Old RDA
Applicable)
Qbdlfu!Qh/!39:
Notes
/
As with all
.
agencies
Use Case
Note:public records, if the monitoring or review results are required for any legal or program purpose, the record must be retained until no longer needed to meet the legal or program
requirement. State agencies retain official recordNote: DOA may also be a state agency. State retain official record.Note: DOA may also be a state agency.
YesYes
may
encounter
The report
The review
confidential information confidential information
secrets, etc.secrets, etc.
may contain
Confidential
such as trade such as trade
PII
NoNo
and
Minimum
Disposition
Retention &
EVT + 4 Months or Until No Longer NeededDestroyEVT and Destroy
Review
ent
f
Ev
Retention
Date oRetain for Five Years or Until Superseded, Whichever is Longer
19
of
12
Page
t, correspondence
audi
des any reports and related
Series Description
tracking, review,
State agencies are responsible to monitor internal procurement and purchasing policies, practices and related activities. These internal reviews may be random in nature or routinely
scheduled. This records series includes any internal departmental and related records of purchasing and procurement activities including direct payments, purchasing card expenditures,
purchase orders, etc. State agencies are responsible to monitor internal procurement and purchasing policies, practices and related activities. These internal reviews may be random
in nature or routinely scheduled. This records series inclumaterials as a result of an internal review.
Title
Records Series
State Agency Procurement Authority ReviewState Agency Procurement Authority Review Report
o.
RDA N
PUR00021PUR00022
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
9012690118
No.
Old RDA
Applicable)
Qbdlfu!Qh/!3:1
.
for
Notes
3
-
/
A
-
.
Agencies Agencies
PRO
Use Case
See additionalinformation on Delegation Agreements. State Bureau of Procurement Retains official record Note:may use ADM00023 for its own internal recordsAgencies retain official recordNote:
DOA may also be a state agency. Note:may use ADM00001 Routine Activity and Production Reports Created by Individuals or Work Units to retain its own data and reports not required to
be sent to the State Bureau of Procurement.
NoNo
Confidential
PII
NoNo
nd
6
a
Minimum
Disposition
Retention &
EVT +Years DestroyEVT + 2 years and Destroy
ent
Ev
reau of
Retention
Date Agreement is Superseded or Cancelled.Date Submitted to the State BuProcurement
19
of
nder
13
related
asing
which
Page
and
of a state
authority to
Records
.
Owned Business,
reports
-
the
cluding, but not
review of the
16.71 (1)
data and
delegate
§.
written
State Bureau of Procurement
uired to prepare and submit to
may
correspondence, the State
terials, supplies, equipment,
to formally delegate purch
Series Description
Wis. Stat.
State Bureau of Procurement to allow
ies
16.71 (1),
§
between the
the request,
agencies are req
ecord series documents agreements
Stat.
record series includes
state agenc
The State Bureau of Procurement, as provided uWis. purchase agency mapermanent property and miscellaneous capital, contractual services and other expenses of a consumable nature to designated
agentsagency. This rmaterials and authority under include request, documented agency purchasing practices and compliance with purchasing laws, the executed delegation agreement, etcState
agencies report information related to its proposed purchases, purchases and contractual activities to the the State Bureau of Procurement to fulfill its obligation to provide various
reports to the Governor and the Legislature pursuant to Chapter 16. This state the State Bureau of Procurement inlimited to, Contractual Services, Public Printing, Minority Business,
Disabled VeteranWork Centers, Contract Compliance, etc.
Title
to State
Data or
Records Series
Agency Purchasing Delegation AgreementsAgency Reports Bureau of Procurement
o.
RDA N
DELEGATION AGREEMENTS PUR00030 REPORTS PUR00035
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
9012090125
No.
Old RDA
Applicable)
Qbdlfu!Qh/!3:2
Notes
/
Owned
Disabled
-
gency
Use Case
Minority Business Report; VeteranBusiness Report; Contractual Services Report; State Use Board Report State Bureau of Procurement orAttached Board retains official record Examples include
the Administrative Excellence Study and the Silver Oak Study. State aInitiating the Study, Survey or Similar Activity retains official record
NoNo
Confidential
PII
NoNo
6
5
Minimum
Disposition
Retention &
FIS + Years and Transfer to the Historical SocietyEVT + Years and Destroy
ent
Ev
Retention
Date on ReportDate on Completed Study or Survey
19
of
14
for its
to
one
time or
Page
and
-
Agencies may
are maintained
on a one
Chapter 16
Note:
reports in addition to
.
received from state
studies, surveys and
Owned Business Report,
and the Legislature
, bids, proposals
-
or consultants
they relate to more than
Series Description
if
Routine Activity and Production
e Governor
This includes studies of purchasing
reports.
to prepare the reports
and related materials
.
service or commodity.
, surveys and similar activities
activities undertaken by purchasing or
s
The State Bureau of Procurement and certain attached boards are required by prepare and submit reports related to procurement activities to thincluding, but not limited to, a Minority
Business Report, Disabled VeteranContractual Services Procurement Report, Printing Report, State Use Board Report, etc. This records series includes the the dataagencies use ADM00001
Reports Created by Individuals or Work Unitsown internal This record series documentssimilar procurement staff regular basis.needs, the market for commodities and services or groups
of commodities and services and purchasing methods Studieseparately from contractspurchase orders specific
Title
or
Reports
ureau of
AND PROJECTS
Records Series
State BProcurement Attached Board Purchasing and Related Required by StatuteFormal Studies, Surveys, Projects and Similar Activities
o.
RDA N
PUR00036 FORMAL STUDIES PUR00040
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
9012890133
No.
Old RDA
Applicable)
Qbdlfu!Qh/!3:3
Notes
/
Agencies
Use Case
State Bureau of Procurement retains official recordThe State Bureau of Procurement retains the official record Note:may use ADM00023 Internal Policies and Procedures to retain its own
purchasing card procedures, guides, handbooks and manuals.
NoNo
Confidential
PII
NoNo
256
Minimum
Disposition
Retention &
EVT + Years and DestroyEVT + Years and Destroy
ed or
ent
Ev
tained in
Retention
Date the Individual Policy or Procedure Conthe Manual is Superseded or CancelledDate Manual is SupersedCancelled
19
s,
of
State
15
the
Page
ternal Policies
The manual is
issued by
is
23 In
the Department of
is issued by their travel as well as
Department of
in obtaining material
by all state employees.
Manual
Agencies are not required
ADM000
User
followed
Series Description
to retain its own purchasing and
series contains the final policies and
by all state agencies
Agencies may use
State Procurement ManualPurchasing Card
The Bureau of Procurement in theAdministration and contains statewide policies and procedures that govern procurement practices to be followed supplies, equipment, contractual services
and all other items of a consumable nature.comprised of over 150 separate policy and procedure directives. When updated, the new policy or procedure supersedes the previous document.
This recordprocedures as well as all materials related to the development and maintenance of those policies and procedures including committee agendas, meeting minutes, correspondence,
etc. Note:and Procedures procurement operating procedures, guides, handbooks and manuals. to keep records associated with the Procurement Manual. The State Bureau of Procurement in
Administration and contains statewide policies and procedures that govern Card which must be The Manual contains, for example, instructions on use of the Purchasing Card for aconsequences
for failure to comply with user instructions. This record series contains the final policies and procedures as well as all materials related to the development and maintenance of those
policies and procedures including committee agendas, meeting minutes, correspondence, etc.
Title
Records Series
State Procurement Manual Purchasing Card User Manual
o.
RDA N
STATEWIDE PURCHASING AND PROCUREMENT RELATED MANUALS PUR00045PUR00046
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l(If
90134
No.
Old RDA
Applicable)
Qbdlfu!Qh/!3:4
Notes
/
Use Case
)
)(a
(1
5
Yes
19.3
Wis. Stat. §
Confidential
PII
Yes
.
7
+
Minimum
Disposition
Retention &
EVTyears and destroyconfidential
ent
Ev
Retention
ate
Dapplication denied, terminated or information superseded
19
of
16
and
Page
profiles,
applications, account
account
billing address
.
s
.
requests,
customer
Series Description or
update
nd external
and renewal
, supplier,
Vendorinternal a May include, but not limited to, updatebank account
!
Title
t Profile
Records Series
AccounInformation
(OR REPLACEMENT PURCHASING AND PROCUREMENT INFORMATION SYSTEM)
o.
RDA N
VENDORNET PUR00050
!
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l
Qbdlfu!Qh/!3:5
(2003)(2003)(2003)(2003)(2003)(2003)(2003)(2003)
for Bid/Proposal File
Request
Files
Records Schedule (2003)
New Record Series Name
/
Work Center Certification, Recertification and Requests for Purchasing Approval/Authority Contract and Request for Bid/Proposal FileContract and Contract Compliance Program FileAgency
Data or Reports to State Bureau of
General Records Schedule
Notes
-
previous previous General Records Scheduleprevious General Records Scheduleprevious General Records Scheduleprevious General Records Scheduleprevious General Records Scheduleprevious
General Records Scheduleprevious General Records Schedule
inininininininin
Non
and Service Development
Obsoleted Obsoleted Obsoleted Obsoleted Obsoleted Obsoleted Obsoleted Series Title changed to Product Obsoleted See the Fiscal and Accounting General Records ScheduleSee the Fiscal and
Accounting General Records ScheduleSeries Title changed to and Procurement PlansSeries Title changed to Obsoleted in previous General Viewed as introduction at the beginning of this
scheduleSeries Title changed to Series Title changed to Contract Compliance Vendor DirectorySeries Title changed to ProcurementObsoleted in previous General Records Schedule (2003)
5
3
RDA
n/an/an/an/an/an/an/an/an/an/an/a
Number
New
9000002190000006 19
PUR00001PUR00007PUR00010PUR00010PUR00002PUR00003PUR000
of
17
Page
lete
o
uperseded
ObsoleteObsObsoleteObsoleteObsoleteObsoleteObsoleteObsoleteObsoleteObsoleteObsolete
SSuperseded
SupersededSuperseded
//Superseded//Superseded/Superseded/Superseded
RenumberedRenumberedRenumbered RenumberedRenumberedRenumberedRenumbered
Action Taken
awards)
-
Record Series Name
Sheltered Work Center
PDPS Input DocumentsPDPS System Vendor FilePDPS System Commodity FilePDPS System Purchase Order FilePDPS System Bid Working FilePDPS Bulletin FilePDPS Administrative Reference TablesWork
Center Case FileSheltered Work Center Raw Materials FormsEncumbrancesPurchase Transaction Tracking Logs / IndexesRequest for Purchasing Approval / Authority (RPA)Request for Bid / Proposal
(RFB/RFP) FileSpecial Case Bid (RFB/RFP) Inquiry Case File (NonBid Case File Working PapersContract Case FileContract Compliance Program Case FileContract Compliance Vendor DirectoryAgency
Detail Reports to State Bureau of ProcurementAgency Certificate of Exemption
PURCHASING AND PROCUREMENT GENERAL RECORDS SCHEDULE SUPERSEDED AND OBSOLETE RDAS
9010090101901029010390104901059010690107901089010990110901119011290113901149011590116901179011890119
Number
Previous RDA
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l
Policy
/
Qbdlfu!Qh/!3:6
or Attached Board
Program
Internal and Routine
-
-
Purchasing and
or Attached Board
See PUR00010;
:
New Record Series Name
/
State Bureau of Procurement Vendor Performance FilesState Bureau of Procurement Purchasing VendorNet Registrations and Applications
Manual: See PUR00045; and,
ADM00027
Notes
Accounting General Records Schedule
: See
See ADM00026;
Standards CommitteesTeam, Project, or Workgroup DocumentationImpact:Team Project, or Workgroup DocumentationActivities
Series Title changed to Purchasing and Related Reports Required by StatuteState Bureau of Procurement Related Reports Required by StatuteRoutine Activity and Production Reports Created
by Individuals or Work Units Series Title changed to Series Title changed to Formal Studies, Survey, Projects and Similar Activities Series Title changed to Management ReviewsState
Procurement Purchasing Card User Manual: See PUR00046 Contract and Request for Bid/Proposal FileSee the Fiscal and See the Fiscal and Accounting General Records ScheduleState Agency
Procurement Authority Review Series Title changed to VendorNet Registrations and Applications
6
320
RDA
and
and,
Number
New
9000000790000021 19
PUR00045
PUR000PUR00036PUR00015PUR00040PUR00030PUR000PUR00046PUR00021PUR00046PUR00050PUR00050
PUR00010;
ADM00001ADM00027
ADM00026;
PUR00010
of
18
Page
SupersededSupersededSupersededSupersededSuperseded
/Superseded/Superseded/Superseded/Superseded/Superseded/Superseded/Superseded/Superseded
RenumberedRenumberedRenumberedRenumberedRenumberedRenumberedRenumberedRenumbered RenumberedRenumbered
Action Taken
Superseded
Management
Municipal Cooperative
Record Series Name
s
Audit of Purchasing Logs
-
State Bureau of Procurement Purchasing Reports Required by StatuteState Bureau of Procurement Administrative ReportsAgency Purchasing/Management Information ReportsVendor Performance
Case FilesPurchasing and Procurement CommitteesProject Case FilesAgency Purchasing Delegation AgreementsPurchasing Audits or ReviewState Procurement Manual and Related ManualsService/Product
Warranty Case FilesPurchasing Card ApplicationsPurchasing Card LogsPostPurchasing Card User ManualVendorNet Registration ApplicationVendorNetPurchasing Service Applications
PURCHASING AND PROCUREMENT GENERAL RECORDS SCHEDULE SUPERSEDED AND OBSOLETE RDAS
90120901219012290123901249012590126901279012890129901309013190132901339013490135
Number
Previous RDA
Buubdinfou;!Qvsdibtjoh!boe!Qspdvsfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm
:/4/l
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Revision Made Amended
19
of
19
Page
Revision History
listing of changes to this GRS.
A
ile Information
Record Series Title Account Prof
PUR00050
RDA Number
2022
-
1
2
-
11
Revision Date
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:/4/m
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!
!
!
!
!
!
!
!
5
Tubuf-!Dpvouz-!boe!Nvojdjqbm!mfwfm
313
-!
Sfmbufe!Sfdpset
-!3124
!
6
!!!
boe
Bvhvtu!36
Sfwjtfe;!Bvhvtu!35-!3126
Fyqjsbujpo;!
Gfcsvbsz!3
Approved by the Public Records Board:
Hfofsbm!Sfdpset!Tdifevmf
)Uif!Cpbse!fyufoefe!uif!tvotfu!pg!uijt!HST!qfs!uifjs!Fyufotjpo!Qpmjdz*
Sjtl!Nbobhfnfou!
Gps!vtf!cz!bmm!vojut!pg!Xjtdpotjo!Hpwfsonfou!bu!uif!
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
Qbdlfu!Qh/!3:9
nal incentives,
s compensation,
among others.)
ised and approved by the
worker
and DSPS
provides more information and
,
In order to safeguard the information
website
which include
of all activities related to the control of
(PRB)
ther types of electronic records and information
compliance, hazardous materials transportation, and
statewide Risk Management program in order to:
a
This schedule also applies to all records born digital (including
(For example DNR, DHS, WEM,
edules. These include Human Resources, Facilities, Fiscal &
University of Wisconsin System Administration and all campuses.
coordinate
and
will
, found on the Public Records Board
.
agencies
easures.
t, agencies must meet the standards and requirements for the management of electronic
Chapter ADM 12
in electronic forma
agencies in their function as regulatory agencies.
mail), data contained in database systems, tapes/ cartridges and o
the Department of Administration (DOA) -
REFERENCED
exclusively
-
include the following types of records:
HIS GRS
that
T
and
other state
not
Y
B
Introduction to General Records Schedules
provides
,
.
s
COVERED
records schedule applies to all Wisconsin government
Protect the state from losses which are catastrophic in nature and minimize total cost to the state accidental loss;Place emphasis on the reduction of loss through professional attention
to scientific loss control techniques and by motivatioprompt claims payments and other loss prevention m
NOT
ecords created by
Wis. Stat
compensation functions under Chapter 102, Wis. Stats., and related rules and statutes.R
Page
|
ecords covered in this schedule may be retained either in electronic or in paper format.
16.865
SCOPE§ This General Records Schedule (GRS) covers risk management and related records of Wisconsin state agenciesproperty, liability, occupational health and safety, environmental management,
permitting and radioactive materials/radiation records. This schedule replaces the current Workers Compensation and Related Records GRS revPublic Records Board (PRB) on July 1997.
This general A companion document, guidance about the use of general records schedules by Wisconsin state agencies. RECORDS This general schedule does INTERRELATED RECORDS CROSS Other
records related to Risk Management are covered by other approved general schAccounting, Purchasing & Procurement and Administrative records GRS. RECORDS FORMAT Rthose created or transmitted
via econtained in records maintained records outlined in Wisconsin Administrative Rule, 1
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
-
the
Qbdlfu!Qh/!3::
under
s. 146.81
now and in the
must follow
records
It
-
privileged may be
.), shall be confidential
Document Depository
non
not
provides a written
such as social security
are
The Wisconsin Document
t Wisconsin
.
ration of benefits paid to the
.
longer than the retention periods
information
102.08, Wis. Stats
Records that
§
State Agency websites should be emailed
s, attorney work products, and other
other state agencies or both parties including the . These copies are considered
,
e of Wisconsin (
.
statedocuments@dpi.wi.gov
at
(SRC)
communication
or convenience
email
confidential or restricted access
Wisconsin Document Depository Program
retain reference or convenience copies
via
privileged
MIS).
O NOT
D
-
client
-
for personal use
Wisconsin state agencies to send copies of their publications, regardless of format, to
records maintained by the Stat
or the State Records Centerpublished on the Web. Electronic publications are collected and preserved as part of the
requires
agency staff
records, attorney
chedule may contain additional
Risk Management
.,
. They are only
URLs to state publications published electronically on Wisconsin
.
. These records are subject to confidentiality rules as authorized by the appropriate statutes such as
as a way for state agencies to fulfill the statutory obligation to participate in the Wisconsin
digital
the Wisconsin Reference and Loan Library
covers official records, in all formats, maintained by either DOA
be destroyed when no longer needed.
records
distributes state publications in print and electronic formats to Wisconsin libraries; preserves and makes available a
b), Wis. Stats
contact
) (
and HIPAA regulations and cannot be disclosed or released without legal consent.
should
and do not send to offsite storage
and
,
102.33 (2
.
§
edule
contained herein
and mental health and treatment
., as amended by 1991 Wisconsin Act 285,
series
s.51.30 Wis. Stats
In addition, some record series in this s
statedocuments@dpi.wi.gov
and
tate publications are now born
record
Page
.83
|
16.61(2), Wis. Stats35.83 Wis. Stats
OFFICIAL RECORD Each AGENCY COPY The agency copy is that copy that must be retained to satisfy any agencysame retention periods outlined in this schedule. REFERENCE OR CONVENIENCE COPIES
Reference or convenience copies are duplicates kept by §specified in this sch WISCONSIN DOCUMENT DEPOSITORY PROGRAM§the Wisconsin Reference and Loan Library for distribution to libraries
through the Depository Program collects andrecord of major state government programs; and assures the availability of state publications for use by the public throughoufuture. For more
information, ELECTRONIC STATE PUBLICATIONS Many sWisconsin Document Depository Programdirectly toProgram. CONFIDENTIALITY OF RECORDS In accordance with employee.numbers, medical assessment/strategy
information 146provided to any party when the employee who is the subject of the record, or an attorney or authorized agent of the employee,authorization for inspection and copying.
2
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
s
Qbdlfu!Qh/!411
not
are
Agencies and UW
ntion Disposition
This information cannot
.
accounting, expenditure
Rete
current litigation
MIS, to read claims and to /
records. Titles of records
The information in the
rsonally identifiable
established in this schedule are
program manager, their agency
cords, supervisory analysis, safety
gement function
This allows all locations the ability to enter
schedule should further indicate whether the PII
risk management
unique to agencies or UW institutions
systems
s
anagement records may contain pe
m
the
isk
r
information
if needed but disposition should be done on a continuing basis, after the
gencies in a limited capacity.
a
etc., that can be associated with a particular individual
check with agency legal counsel, either within your agency or by contacting the
Certain
Management (BSRM) has provided RMIS access to the University of Wisconsin
(an open records request, an open audit or pending
eriods
tate
p
s
of
es identified as containing PII on the
they should seek assistance from their
isk management
addresses,
verting data to new technology to insure accessibility over time to comply with the
record seri
and application to specific agency titles of the risk mana
Those
identify certain record series within a general records schedule that contain personally identifiable
Documents in r
(PII)
, training
M staff. For other sources
specifically
.,
SCHEDULE
INFORMATION
Wis. Stats
BSRM has also provided RMIS access to all
or not a specific record is confidential
run loss reports from RMIS.
.
ion of financial statements.
ormation or circumstances.
to schedule these systems.
)
maintaining separate information systems or databases to manage these records should develop their own
19.62(5)
§
ADM 12
RDAs
, legal counsel
If in doubt as to whether a specific record series contains PII,EMENT INFORMATION SYSTEM (RMIS)
and its institutions.
determining whether
Page
|
PERSONALLY IDENTIFIABLE Wisconsin law requires authorities to information (PII).identifiers or other infis incidental to the primary purpose for which the record series is created. information
such as social security number, telephone number, be disclosed. RISK MANAG DOA and state agencies use a Risk Management Information System (RMIS) to manage risk management claims information.
database is created with the information from the official paper files of the accident reports, employee exposure reofficer analysis and related correspondence. The RMIS interfaces
and provides data to the State of Wisconsin accounting system which is operated by DOA for statewide fundmonitoring and generat The system enables all state agencies and University
of Wisconsin System Administration and institutions to enter claims on RSystemclaims into RMIS, and/or System institutionsAuthorization (considered as official RMIS records. requirements
of FOR EFFECTIVE USE OF THIS The schedule requires some interpretationseries may not be the exact titles used by an agency. If agency staff is uncertain about helprecords officer RETAINING
RECORDS Agencies are required to follow this schedule for the proper retention and disposition of these records. Retention periods minimum retention requirements. Records may be retained
for longerrecords have met their retention period provided there is not a legal hold 3
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
he
Qbdlfu!Qh/!412
contain PII, confidential
rmation is properly
nfo
to determine if a legal hold is in
1008.
-
, 1220 Linden Dr. Madison, WI 53706.
le, agencies staff should contact:
must ensure that records identified in this schedule as containing PII or
gencies
Office of General Counsel, 1852 Van Hise Hall
,
f that record.
Bureau of State Risk Management, 101 East Wilson Street, P.O. Box 77008, Madison, WI 53707
DISPOSAL
Agency Records Officer or Risk Management StaffDOAUW System Administration
Page
|
proceedings) in place for those records at the time of disposition. It is the responsibility of the office holding the recordplace before disposing o RECORDS When disposing of records
that have met their retention periods, aconfidential information are disposed of so the information cannot be compromised or reconstructed. RDAs in this schedule mayor both types of
information. PII or Confidential column in the schedule) must be destroyed in a confidential manner. The best method to ensure that this idisposed of is by shredding the information.
The SRC offers confidential destruction services for all state agencies. FOR ADDITIONAL INFORMATION AND ASSISTANCE For additional information and assistance implementing this general
schedu 4
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)90308WCCS Output Reports
Qbdlfu!Qh/!413
led
Notes
rogram
/
P
ontrol
Insurance
C
.
nsurance
Use Case
Example: Owner I(OCIP)services for these projects are placed by private negotiation and competitive bid. Official File: Agency handling the request for bid/proposal.Copies of these
materials kept by conference attendees are not considered records but reference materials.
NoNoNo
Confidential
PII NoNoNo
7 5
and +
&
estroy estroyestroy
Minimum
Retention ears ears and
Disposition
Event DEvent + YDEventYD
ed
Risk
Bid is
Event
Retention
upersed
Sor when no longer neededDateClosedDate of Management Conference
.
s
under RDA
selected bids for
-
and UW institutions
underlined
.
mandates responsibility for
0035
.
state agenciesouts.
-
Series Description
anagement coordination. This
ISK
in
m
isk
r
Records may include non
providing insurance coverage for state
Wis. Stats
nnual Risk Management Conference
s
A
may secure coverage for specific business
0025 and R
ISKSRM
16.865
These records include monthly or quarterly reports which are distributed to department heads, division administrators Reports support program initiatives. Examples of these reports include
benchmark reports. §statewide includeagencies. coverage. Successful proposals for insurance coverage would then produce insurance contracts, which would be handled as R Bpurposes
on their own.publications and materials. Records series may include comprehensive, original materials documenting planning for Risk Management conferences as well as original conference
hand
!
s
Title
Records Series
RMIS Output ReportsProposals for Insurance CoverageRisk Management Conferences Material
o.
Page
RDA N
|
GENERAL RISK MANAGEMENT RELATED RECORDS RISK0001RISK0002RISK0003
5
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)90300Workers Compensation Claims Case Files 90304WCCS Compensation Claims Files
Qbdlfu!Qh/!414
Notes
/
Use Case
.
s
)
02.33
Yes
1
§
Records
Wis. Stat
Confidential
Compensation
PII
Yes
and
&
+ 30
estroy
onfidential
Minimum
Retention
Disposition
EventYears DC
is
d
Event
lose
Retention
Date Claim C
.
Department
., (hazardous
230.36. Wis. Stats
into the
§
d
umentation (e.g. hazardous duties
ation files, workers compensation
Series Description
230.36, Wis. Stats
§
duties employment claims include the
the injury.
compensation claims filed by state and UW
s
of State Risk Management. The information
WorkerSystem 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 Lost Time Claims: 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 Hazardoussame records as those in medical claims, as well as those stated in employment) docrelated positions). Typical records may include, but are not
limited to: accident reports, medical reports, employee exposure records, certifications, payment information, medical invoices, investigation materials, subrogclaims fact sheet, medical
information authorization, labor market availability restriction statement, vocational rehabilitation information, related correspondence and other related forms. This information is
also entereSystem (RMIS). This system is managed by Bureau
s
Title
Records Series
WorkerCompensation Claims Case Files
S COMPENSATION RELATED RECORDS
o.
10
Page
RDA N
|
WORKER RISK00
6
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-
:/4/m
(If
.
Old RDA No Applicable)90302Incident Reports No Claims90303Near Miss Reports90309Statewide WC Policies 90310WC Procedures and Procedural Correspondence
Qbdlfu!Qh/!415
Notes
/
specific
-
Use Case
Note: Procedures under this RDA have typically gone through a vetting process and are intended to support the a direct manner. This RDA does not necessarily include worker instructions
which may be viewed as taskdirections used to ensure compliance with policies and procedures.
No
Confidential
PII No
&
Minimum
Retention
Disposition
Event + 7 Years and Destroy
Event
perseded
Retention
Su
andand
Safety
no lost time),
from the official
and other related
Occupational
policies
originates
workers compensation claims
the Occupational Safety
in thein
56
Series Description Wis. Stats.
4
of these records.
Section of this schedule for retention
laim number, name, address, social
c
102
d series covers the electronic data in the
RISK00
System have access to this database.
-
Records
System.
RDA RDA RISK004
Chapter
-
entered in the system paper files related to medical claims (lost time claims, and hazardous employment claims and includes: 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 This recorRMIS and the paper files kept at the agencies and the UWSee Healthand
dispositionSee Health Records Section of this schedule for retention and disposition of these records. Records include Workers Compensation program guidelines, procedures, records for
managingper
, Policies
Related
Reports
Title
Miss Reports
-
Other
Records Series
Incident (Incidents only, no lost time)NearState Government Workers CompensationGuidelines, ProceduresandRecords
o.
Section
and
Page
RDA N
|
See Occupational Safety Health See Occupational Safety and Health SectionRISK0011
7
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!416
:
Notes
,
.
RDAs
/
&
.
6
Files
specific
0020036
-
contained in
t
o ISKISK
Use Case
Note:contained in this records series represent materials that are n the Property and/or Liability Claim Files RRExamples: delegation agreementsProperty and Liability Manual. Note:
Procedures under this RDA have typically gone through a vetting process and are intended to support the a direct manner. This RDA does not necessarily include worker instructions which
may be viewed as taskdirections used to ensure compliance with policies and procedures
NoNo
Confidential
PII NoNo
+ 7
and
&
estroy
Minimum
Retention ears and
Disposition
Event + 5 YDEvent Years Destroy
ssue
I
of
ure
Event
ddressed
orresponde
Retention
pecific
ClosSAby the CnceSuperseded
.
funded
-
.
liability claims per
and other related
and
Wis. Stats.
liability program
Wis. Stats
and
anagement property and
policies
m
,
895.46
isk
r
Examples include Van Driver
(f) (fm) (dm)
and
Series Description
,
tate
s
20.865
§20.865
for managing property
, ,
16.86516.865
General correspondence relating to ongoing administration/management of state selfproperty and liability programs is generated under § Records may include letters and memos relating
to all aspects of liability programs. Training records and applications; Driver Abstract reviews and findings shared with agency staffRecords include property guidelines, proceduresrecords§
, Policies
,
Title
Records Series
LIABILITY RELATED RECORDS
Property and Liability General CorrespondenceState Government Property & Liability GuidelinesProceduresand Other Related Records
AND
o.
15
Page
RDA N
|
RISK0016
PROPERTY RISK00
8
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!417
this
are
Notes
/
Works of art
Use Case
Wisbuild inventory reports, RMIS reports, agency summary documents Note: Museums records risk insurance is covered under RDA. valuation and inventory listskept by the agencies that
have these records.
Yes
Confidential
PII
Yes
0
2
&
Minimum
Retention
Disposition
Event + Years and Destroy Confidential
Event
Retention
Date of Document Creation
ram.
Wis.
It also
.
(1) (f)
20.865
§
, and
All state agencies maintain
16.865
§
Series Description
he administrative functions of the
s compensation and property claims and
Annually, the Bureau of State Risk Management under authority of Stats., develops fiscal year premium documents which support the State Risk Management ProgThis 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, workermaintain
tprogram. This record series may include documents comprised of building values and content inventoriesincludes RMIS reports generated to support the documentation explaining the purpose
and process of the premium function. Official copy is at DOA. background information.
Title
Records Series
Statewide Premium Process & Documentation
o.
7
Page
RDA N
|
RISK001
9
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!418
Notes
/
Use Case
Official record is kept at the originating agency
NoNo
Confidential
PII No
Yes
&
onfidential
Minimum
Retention
Disposition
Event + 30 Years and Destroy Event + 5 Years and Destroy C
Event
Retention
Policy Effective DateDate Claim is Closed
Agencies that
, the Department
funded property
-
ment vouchers and any
siness purposes on their own.
or the transfer of risk of loss on
mandates responsibility for
,
Series Description
funded programs.
-
16.865(5) Wis. Stats.
§
Wis. Stats.
files may include accident/property loss
laim
16.865
Pursuant to of Administration Bureau of State Risk Management (BSRM) is responsible to arrange appropriate insurance contracts fthe part of the state or its employees to the extent such
loss cannot reasonably be assumed by individual agencies or selfreceive authorization from BSRM may secure coverage for specific bu This file may include the original copy of the policy,
endorsements to the policy, list of carriers, coverage limits and premiums. §statewide risk management coordination including managing the statewide selfprogram. Creports, investigative
reports, evidential documents such as photographs, payrelated correspondence. These records represent the official property claim files.
Files
(General &
Title
Records Series
Property Insurance Policies Excess)Property Claim
o.
Page
|
RDA N
PROPERTY PROGRAM RELATED RECORDS RISK0025RISK0026
10
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!419
Notes
/
Use Case
NoNo
Confidential
PII
YesYes
5
5
and
&
Minimum
Retention ears
Disposition
Event + 2Years and Transfer to WHSEvent + YDestroy Confidential
Event
Retention
Date Claim is ClosedDate of Incident
payment
million
one
losses that have multiple
repair orders, estimates,
,
iles may include accident
pertains to property claims which
Series Description
setting impact on the State of
-
enial f
claim was generated and no
d
Additionally, large
s.
This records series have precedentWisconsin and the State Risk Management program. Claim files to be retained include those that are catastrophic in nature and/or breach dollarlocations,
such as the June 2008 flooding, or claims that may have large subrogation actions would also be included. Files may contain complete property investigations and supporting documentation.Incident
and reports, damage reportsadjuster claim reports and other investigative materials. No was made.
Setting
-
Title
Records Series
No Claim Filed
PrecedentProperty ClaimsProperty Incident and Denial Reports
o.
28
Page
|
RDA N
RISK0027RISK00
11
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!41:
Notes
be
/
may
Use Case
Copies kept at the agency or at DOA BSRM
No
Yes
146.82
Mental
§51.30
(
§
(Medical
Records)Records)
Wis. Stats.Wis. Stats.
Treatment
Health Care &
Confidential
PII No
Yes
+ 75
&
Minimum
Retention
Disposition
EventYears and DestroyEvent + 11 Years and Destroy Confidential
d
ormal
OROR
ility
Event
inor)
laims)
Retention
iab
For N
nvolving a
Policy EffectiveDate Date Claim is Closed (LC Date Minor Turns 18 (Claims IM Date StructureSettlement is Paid Off (Structured Settlement Claims)
for
cies that
Management
.
, the Department
.
ctured settlement.
minor reaches age 18.
funded liability program.
-
mal liability claims and
the
Wis. Statsis involved, records must be
mandates responsibility for
ructure is paid off
accident reports, damage
.,
Series Description
funded programs. Agen
-
16.865(5)
§
Wis. Stats
repair orders, estimates, adjuster claim
,
files may include nor
laim
16.865
Pursuant to of Administration Bureau of State Risk (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 selfreceive 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. §statewide risk management coordination including managing
the statewide self Cclaims involving a minor or a struIn cases where a minor retained for 11 years afterFor structured settlements, records must be kept 11 years after the st Documents
include reportsreports and release of all claims. Payment letters and photocopies of checks are also included.
Title
Records Series
Liability Insurance Policies (General, and Excess)Liability Claim Files
o.
Page
|
RDA N
IABILITY PROGRAM RELATED RECORDS
L RISK0035RISK0036
12
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:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!421
Notes
/
Use Case
Note: There is a potential that a claim may be filed many years later.
.
No
YesYes
Mental
§51.30
(
§146.82 §146.82
(Medical (Medical
Records)Records)Records)
Wis. StatsWis. Stats.Wis. Stats.
Treatment
Health Care &
Confidential
PII
YesYesYes
25
&
Minimum
Retention
Disposition
Event + 25 Years and Transfer to WHS Event + 11 Years and Destroy ConfidentialEvent + Years and Destroy Confidential
the
Event
ate of
Retention
Date Claim is ClosedDIncidentDate BSRM Approves or Denies Application
million
one
information on
for this statewide
)
Department of Safety
DSPS
program in Brown & Racine
Series Description
setting impact on the State of
-
.
s.
iability program and the files are covered within
l
ims generated from this program are handled by
This records series pertains to liability claims which have precedentWisconsin and the State Risk Management program.Claim files to be retained include those that are catastrophic in
nature and/or breach dollar Files may contain complete liability investigations and supporting documentation.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.The Volunteer Health Care Program was originally enacted
in 1989 as a pilot Counties. It has since spread state wide to address health care needs of the uninsured, underinsured and those on different state run medical programs. Documentation
related to the approval of all volunteer health care applicantsprogram. Document examples include completed applications, approval letters, and Professional Services (licensure for
each applicant, policy decisions and program expansion correspondence. Clathe RDA RISK0036
Setting
-
Incident
Title
Records Series
PrecedentLiability Claims Liability and Denial Documentation No Claim FiledVolunteer Health Care Program (VHCP)
o.
9
37
Page
|
RDA N
RISK00RISK0038RISK003
13
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No
:/4/m
Miss
(If
-
.
Old RDA No Applicable)90302 Incident Reports Claim 90303 NearReports
Qbdlfu!Qh/!422
.
RDA
or
Notes
f
/
official
Administrative
genc
Use Case
SeeRecords GRSADM00008acopy and work papers of the COOP/COG plan
..
s
No
YesYes
146.82
§146.82 §
(Medical (Medical
Records)Records)
Wis. StatsWis. Stat
Confidential
PII No
Yes Yes
5
+ 7
and
&
Minimum
Retention ears and
Disposition
Event + 12 Years and Destroy ConfidentialEvent + YDestroy ConfidentialEventYearsDestroy
nt
Event
Retention
Date of Incident Date of IncideSuperseded
and
.
)
ty during
Summary
, annual plans,
s
Communication,
programs such as
Also includes agency
Employee
incurred. Incidents only, no
evacuation routes, etc. It also
for the retention of the
Series Description
written safety program
procedures, guidelines, components,
i.e.
(
t/Tagout, Hazard Communication, Hearing
RDA RISK0049
This records series covers incident reports for which no expenses have been medical expenses incurred and no lost time. Information on incidents is documented in the accident report,
supervisory analysis, safety officer analysis and related correspondence. See occupational exposure incidents records. State agencpolicies, monitoring data and reports for Confined
Space, Ergonomics, HazardBloodborne Pathogens, Fall Protection, Hot Work, LockouConservation, Respiratory Protection, Powered Industrial Trucks, Personal Protective Equipmentother similar
safety programs.Emergency Action Plans and Guidesplans and procedures for employee safeemergency conditions,includes agency fire and tornado drill reports
These records are documentation on accident analysis forms describing hazardous working claims. Data from these forms are gleaned to study trends and to improve a safe working environment.
o
N
nly,
Health
O
Title
and
ime)
Miss Reports
-
T
Records Series
ost
Incident Reports(Incidents LNearSafety Program
o.
67
Page
|
RDA N
OCCUPATIONAL SAFETY AND HEALTH RECORDS RISK0045RISK004RISK004
14
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:/4/m
(If
.
Old RDA No Applicable)FAC00067 Material Safety Data Sheets (MSDS)
Qbdlfu!Qh/!423
Notes
oise
/
Chapter
N
Wis. Stats.
which is the
; also
Use Case
This RDA is no longer part of the Facilities GRS. The series title has been renamed to Safety Data Sheets (SDS)new name assigned by OSHA.Example: exposure records OSHA 29 CFR 1910,
1910.120 and 1926SPS 332
.
NoNo
Yes
146.82
§
(Medical
Records)
Wis. Stats
Confidential
PII NoNo
Yes
7
&
OR
Minimum
Retention
Disposition
If SDS is superseded, destroy previous SDS and keep the most current oneIf use of chemical is discontinued retain SDS for 30 years and destroyEvent +75 Years and Destroy ConfidentialEvent
+ Years and Destroy
OR
Event
xposure
Retention
SDS is SupersededUse of Chemical is DiscontinuedDate of EDate of Report
r asbestos
surveys or
conducted or
It also includes
or record.
such as personal exposure
Series Description
, report
ecords of personal exposures required to be
Per OSHA each workplace is required to keep SDSs provided by manufacturers and importers of hazardous chemicals.Includes the specifics of the incident and any agency related formrmaintained
by the agency that has contracted for the monitoring. In most cases recordsincludes documentssamples for chemicals, ionizing radiation, asbestos, lead, and noise; wipe samples to determine
surface contamination; bulk samples to analyze focontent; and reports or inspections or surveys of activities related to actual or potential occupational exposures. Includes safety
inspections, audits, reviews of the workplace initiated or contracted by the resident state agency.
Title
Records Series
Safety Data Sheets (SDS)Exposure RecordsInternal Workplace Safety Inspections
o.
0
4849
Page
|
RDA N
RISK00RISK00RISK005
15
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!424
Notes
/
Use Case
!
NoNoNoNoNo
Confidential
!
PII NoNoNo
YesYes
d
77
+ 7
and
&
estroy estroy estroy
onfidential
Minimum
Retention ears and ears and ears an
Disposition
Event + 7 YDEvent Years Destroy Event + YDCEvent + Years and Destroy ConfidentialEvent + 30 YD
Event
ssessment
Retention
Date of Resolution or Compliance PlanSuperseded or Task EliminatedDate of ADate of LogDate of Report
-
,
the
batement
A
Injury & Illness
as OSHA or
fety and health hazards
odification
.
Professional Services.
Log of Work Related
M
-
,
and other similar industrial
and
ups and all related materials.
-
Series Description
and other equivalent forms.
Safety
Form 300
and final Abatement Plan
,
ions and notifications of penalties
nvestigations
itati
individual and workstation evaluations, pre
equests
r
safety surveys and analysis of a specific job or
ocumentation.
ction(s)/procedure(s) that will eliminate or reduce
esults of
Safety inspections, audits, department orders, section violations, corrective action orders and surveys or reviews of the workplace performed by an outside compliance agency such Department
of Includes crPlan dJob task. Includes documents used to identify, analyze and record the steps involved in performing a specific job, existing or potential saassociated with each
step and the recommended athe hazards and the risk of a workplace injury or illness.Includes evaluation questionnaires, potential procurement documents, followIncludes OSHA Injuries
and Illnesses, Form 301 Incident Report 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 Included among these records are indoor air quality surveys, noise and hearing conservation, respiratory
protection, compliance exposure monitoring, baseline noise surveys,hygiene surveys, assessments and reports.
Title
Records Series
Compliance Workplace Safety InspectionsJob Hazard AnalysisErgonomics Assessments and Related MaterialOSHA LogsIndustrial HygieneSupporting Documents and Reports
o.
123
Page
|
RDA N
RISK005RISK005RISK005RISK0054RISK0055
16
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:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!425
fic
to
Notes
/
the
employees
Use Case
Records not included in speciprogram RDAs. May include Safety Committee inquiries. Training for slips, trips and falls, safe lifting, ergonomics, ladders and similar programsNote:
These records must be kept post employmentverifyreceivednecessary training.
NoNoNoNoNo
Confidential
PII NoNoNo NoNo
&
Minimum
Retention
Disposition
Event + 2 Years and DestroyEvent + 1 Year and DestroyEvent+5 Years and DestroyEvent+5 Years and Destroy Event+ 30 Years and Destroy
Event
Retention
nspection
Date of ResolutionExpiration of Permit Date of ISupersededDate of Training
s
in
-
and
-
slings and
,
s
ob safety action.
hoist
.required by law
lifts, scissor lifts,
not
-
responses to all inquiries and
, man
s
internally by safety staff or
records.
in sheets and tracking.
-
Series Description
rane
c
up steps, if any, to correct any noted
-
similar
internally by safety staff or contracted out.
provided
antry
g
nd
,
ogram assessments, trend or accident analysis
ontained Breathing Apparatus) inspections and
Included in the file are noted followdeficiencies. Also includes periodic reports concerning agency safety activities, including minutes of monthly safety meetings, accident data analysis,
safety and health prreports, chemical inventory lists, SCBA (SelfCother similar or related reportsApproved plan of work for specific jExamples include permits for Confined Space Entry,
Lockout/Tagout, Hot Works and other related permits.Includes inspection reports forchainsother aAny safety related training whether contracted out. Includes materials created or used
by state agencies and/or the Bureau of State Risk Management to promote training or train state employees. Includes training schedules, course materials, evaluations, study guides,
questionnaires, registration, signAny safety related training required by law whether provided Includes materials created or used by state agencies and/or the Bureau of State Risk Management
to promote training or train state employees. Includetraining schedules, course materials, evaluations, study guides, questionnaires, registration, signsheets and tracking.
Not
and
taff
S
ssues,
afety
/Generate
S
Title
Cranes
afety
s,
S
Records Series
by
eceived
omplaints and
nquiries
General Reports, ICIRd Safety PermitsHoistPersonnel Lifts InspectionsSafety Training Required by LawSafety Training Required by Law
o.
78
59
Page
|
RDA N
RISK0056RISK005RISK005RISK00RISK0060
17
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!426
Seek
Notes
/
Use Case
Example: Superfund (CERCLA) documentsA potential security issue may exist with the release of this information. authorization from agency legal counsel before releasing any information.
NoNoNoNo
Confidential
PII NoNoNoNo
nt
777
+
&
estroy
Minimum
Retention
Disposition
Event + Years and DestroyPermaneEvent + Years and Destroy EventYears and D
ipped
h
S
Event
Retention
Supersededby the Revised Documents Date Submitted Date Waste was
-
-
lading,
-
of
-
orts section
.
Know Act (EPCRA)
s
-
ous chemical
measurements and
to
-
Records of the amount
hazardous bills
-
Wis. Stats.
Series Description
reporting section 313.
Chapter 323
Records documenting compliance with air permits and area source regulations. May include permit documents, performance tests, monitoring data, calibration checks, emission test results,
annual reports and supporting documents and data and other documents relating to air programRecords series includes documents related to potential liability associated with sending
waste for disposal. Includes uniform hazardous waste and nonhazardous special waste manifests, land disposal restriction forms, medical waste manifests, nonhazardous manifests, nonand
certificates of receipt/destruction, waste site audits and other related records supporting potential site liability issues for disposal sites.Records documenting compliance with Emergency
Planning and Community Rightand Includes emergency planning notification records section 302, emergency plans, emergency release notifications section 304, hazardreporting documentation
(Tier II) rep311 and documentation, Toxics Release Inventory(TRI) Records documenting compliance with NR 526, Medical Waste Management. records that certify infectious waste was treated,
copies of annual reports and similar records.
Title
Records Series
Air Compliance RecordsWaste Disposal Site RecordsEmergency Planning & Community Right to Know (EPCRA)Infectious Waste Records
apply only to records of the regulated agencies. Regulatory agencies must create their own rdas.)
o.
Page
0071
|
RDA N
These rdas
ENVIRONMENTAL MANAGEMENT, PERMITTING AND COMPLIANCE RELATED RECORDS (RISK0070RISKRISK0072RISK0073
18
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:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!427
Notes
/
Use Case
See also NR 665.0053
NoNoNoNo
Confidential
PII NoNoNoNo
777
++ +
and
&
estroyestroyestroy
Minimum
Retention
Disposition
EventYears and DEventYears and DEventYears and DEvent + 7 Years Destroy
Event
Retention
SupersededDate of Document CreationDate of Document CreationDate of Facility Closure
and
.
PCB concentration logs,
site storage locations, inventory
-
Series Description
include annual reports, inspection
treatment, medical waste audits
May
documenting procedural compliance with NR
ntion and disposition of PCB manifests and
679.
RDA# RISK0071RDA# RISK0071
Records documenting compliance with NR 526, Subchapter III Medical Waste Reduction. May include records of the amount of infectious waste sent medical waste reduction plansIncludes PCB
annual logs, annual records, onlists, test reports, analytical reports, one year exception reports, spill cleanup records, equipment inspection logs and other similar records. See for
reteCertificates of Disposal retention.RCRA regulates how waste is disposed. Includes records600 logs, waste analysis/profile documents, exceptionreports, and other related records.
See for retention and disposition of PCB manifests and Certificates of Disposal retention.Records documenting compliance with NR 665 Subchapter D: Contingency Plan and Emergency Procedures.
Description of the actions facility personnel will take in response to fires, explosions or any unplahazardous waste or hazardous waste constituents to air, soil or surface water at
the facility. Keep copies of all revisions of the plan until facility closes per NR 665.0054.
-
) Records
Title
compliance
Records Series
olychlorinated
P
Medical Waste Reduction DocumentsPCB (BiphenylRCRA (Resource Conservation and Recovery Act) Compliance RCRA Large Quantity Generator Contingency Plan
o.
Page
|
RDA N
RISK0074RISK0075RISK0076RISK0077
19
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!428
Notes
/
)
NR40 CFR 141.33
.0016(5)
EPA
Use Case
Per 665 Per (
NoNoNo
Confidential
No
PII NoNo
7 7
+ 10
&
estroyestroy
Minimum
Retention
Disposition
Event + Years and DEvent + Years and DestroyEventYears and D
Event
Retention
Date Employee Last Worked in the FacilityDate Document was SupersededDate of Document Creation
amount
eys of the
ting to
ob title, employee
j
related programs.
Series Description
ersonnel training:
p
documenting compliance with Clean Water
Records documenting compliance with NR 665.0016(5), name, written position description, type and of training to be provided, documentation that training has been provided and completed.Records
Act and other water regulations. Includes records related to Spill Prevention Control and Countermeasure (SPCC), Wisconsin Pollution Discharge Elimination System (WPDES), stormwater
management and other records relaenvironmental compliance with water regulations.Records documenting compliance with Safe Water Drinking Act 40 CFR 141 and Microbiological analyses
and turbidity analyses, records of chemical analyses, action taken by the system to correct violations of primary drinking water regulations, written reports, summaries or communications
relating to sanitary survsystem.
-
Title
Records Series
RCRA compliance Large Quantity Generator Training RecordsClean Water Act Compliance RecordsSafe Drinking Water Act Compliance Records
o.
Page
|
RDA N
RISK0078RISK0079RISK0080
20
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!429
Notes
/
.
shipping
Use Case
For hazardous wastepapers see RISK0071
NoNo
Confidential
PII NoNo
7
&
Minimum
Retention
Disposition
Event + Years and DestroyEvent + 3 Years and Destroy
Event
Retention
Employee Current Certification Date Date Material was Accepted by Initial Carrier
.
e
training of
172.201(e)
viding the training and
A record of current
:
each hazmat employe
for
government agency at
shipping paper required by 49
(USDOT)Retention and Recordkeeping.
The training record must include
.
Series Description
)
0071
RISK
USDOT
(
RDA#
Records documenting compliance with hazmat employees in accordance with 49 CFR 172.704the 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 procertification that the hazmat employee has been trained and tested
as required. Per 49 CFR 172.704training, inclusive of the preceding three years shall be created and retained Records documenting compliance with shipping papers used to offer hazardous
materials other than waste in accordance with 49 CFR (USDOT). See for retention and disposition of hazardous waste and PCB manifests and Certificates of Disposal retention. 49 CFR 172.201(e).
Each person who provides a shipping paper must retain a copy of the 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 localreasonable times and locations.
!
Shipping
Title
Records Series
Hazardous Materials Regulations Training RecordsHazardous Materials Papers
o.
!
Page
|
RDA N
HAZARDOUS MATERIALS TRANSPORTATION RECORDS RISK0085RISK0086
21
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!42:
Notes
/
Use Case
Retention requirements as specified by DHS 157.31.Retention requirements as specified by DHS157.31
!
No
No
Confidential
!
PII NoNo
7
!
and
&
estroyestroy
Minimum
Retention
Disposition
Event + Years and DEvent D
evice
D
icense or
Event
L
egistration
Retention
Date of Document CreationTermination of Rof the
rays
use
-
that support that support
.
ndustrial
i
ses to members of
; irradiator
(22);
3
ests on entry control
be disposed prior to the
ecords relating to x
r
and related records and related records
DHS 157.75, veterinary DHS
not
Series Description
ocuments
rradiator use 157.7
.
(22); industrial radiography devices DHS
3
Includes documents radioactive materials and or radiation management program that may be disposed prior to the termination of the license or program requiring the record. Includes audits/reviews,
area/package surveys, leak test results, tdevices, iradiography devices DHS 157.45; medical use records DHS 157.71; devices: diagnostic 157.79; CT DHS 157.80 and dental DHS 157.77,
DHS 157.78 Includes dradioactive materials and or radiation management program that may termination of the license or program requiring the record. Provisions of the program, surveys,
measurements, calculations used to determine dose. Measurement and calculations used to determine release of radioactive effluent, dothe general public DHS 157.31157.7157.45; medical
use records DHS 157.71
icense
L
/
Title
Records Series
aterials
supporting
ocuments
adiation
Radioactive materials/radiation documentsRadioactive MRD
o.
Page
|
RDA N
RADIOACTIVE MATERIALS/RADIATION RECORDS RISK0090RISK0091
22
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
(If
.
Old RDA No Applicable)
Qbdlfu!Qh/!431
Seek
Notes
.
/
Use Case
(DHS 157.31(7) (f)and (g) requires the permanent retention of these records. Section (g) prohibits the disclosure of these records. A potential security issue may exist with the release
of this informationauthorization from agency legal counsel before releasing any information.
NoNo
Yes
SSN
DHS
Contain
157.31(7)(g)
Confidential
(g)
PII NoNo
Yes
DHS
157.
31(7)
and
&
ent
estroyestroy
Minimum
Retention
Disposition
PermanentDHS 157.31(7)(f)EvDEvent + 3 Years and D
/
te is
i
aterials
adiation
M
Event
R
rmination
evice
uthorizing
egistration
ossession of
Retention e
icense
he
Date sapproved by DHS for unrestricted useDate of Tof the LRAPtor D
Records include
A licensee or registrant shall
decommissioning of a facility
.
Series Description
ECORDS
R
burial areas, funding for
-
.
Records of doses for those whom monitoring is required under DHS 157.25 (2), planned special exposures, accidents, emergencies. whole body deep dose equivalent, lens dose equivalent,
skin, extremity dose; estimated intake of radionuclides, total effective dose equivalent DHS 157.31Information related to in an identified location. Records include Spill records, list,
drawings and modifications of restricted areas, wastedecommissioning DHS 157.15(7)transfer and disposal of all sources of radiation per DHS 157.06(1) DHS 157.06(1) maintain records
showing the receipt, transfer and disposal of all sources of radiation until the department terminates the license or registration authorizing possession of the device or material,
and for 3 years following transfer or disposal of the device or material.
ecords
ecords
adiation R
R
R
Title
Records Series
aterials/aterials/aterials/
Individual
ecommissioningisposition
adiation elated to adiation device eceipt and
Radioactive MMonitoring RecordsRadioactive MRRDRadioactive MRRD
o.
Page
|
RDA N
RISK0092RISK0093RISK0094
23
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:/4/m
the
of
for this
Qbdlfu!Qh/!432
Reports
Miss
-
Incident Reports
Workers Compensation Near
- -
6
RDA is NOT part of the Risk
.
RISK0045
RDAS
RDA RISK0010RDA RDA RISK004
Comments
of the Risk Management GRS.
needed unless otherwise specified in the
Workers Compensation GRS. Instructions were
ded by
in this schedule
7
199
AND CLOSED
of the Risk Management GRS.
SUPERSEDED
Renumbered and superseded by Claims Case Files Any copies of these records are now covered under the main rda for this records series. Duplicates or copies are not considered records
and can be disposed of when no longer needed unless otherwise specified in thecurrent rda. Any copies of these records are now covered under the main rdarecords series. Duplicates or
copies are not considered records and can be disposed of when no longer needed unless otherwise specified in the current rda. RDA was part of the given not to use this rdaManagement
Schedule.RDA was part of the 1997 Workers Compensation GRS. Instructions were given not to use this rda in this schedule. RDA is NOT part of the Risk Management Schedule.RDA was part
of the 1997 Workers Compensation GRS. Instructions were given not to use this rda in this schedule. RDA is NOT part of the Risk Management Schedule.Renumbered and superse(Incidents
Only, No Lost Time) Any copies of these records are now covered under the main rda for this records series. Duplicates or copies are not considered records and can be disposed of when
no longer needed unless otherwise specified in the current rda. Any copies of these records are now covered under the main rda for this records series. Duplicates or copies are not
considered records and can be disposed of when no longer current rda. Renumbered and superseded by Risk Management GRS.Any copies of these records are now covered under the main rda
for this records series. Duplicates or copies are not considered records and can be disposed of when no longer needed unless otherwise specified in the current rda.
GRS
Action Taken
56
& RELATED RECORDS
Renumbered/superseded by RISK0010ClosedClosedDeleted. Deleted Deleted Renumbered/superseded by RISK004ClosedClosedRenumbered/superseded by RISK004Closed
Files
Agency Agency
No ClaimsNo Claims No Claims No Claims
Series Title
Per Workers Compensation Per Workers Compensation
Per Workers Compensation
---
s Compensation Claims Case Files
r
Miss Reports
-
WorkeWorkers Compensation Claims Case Agency WC Coordinator CopyWorkers Compensation Claims Case Files Supervisor or Unit Working CopyDo Not Use 1997 GRSDo Not Use 1997 GRSDo Not Use
1997 GRSIncidents Reports Incidents Reports Safety OfficerIncidents Reports Management, Safety Committee, and WC Coordinator Working CopyNearIncidents Reports Safety Officer
Page
|
RDA No.
(WC GRS)
9030090300A90300B9030190301A90301B9030290302A90302B9030390303A
24
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:/4/m
This
of the
͵
elated
is new
Time)
. Th
Qbdlfu!Qh/!433
Other R
of the Risk
ed in the
and
State Government
RMIS Output Reports
Policies
-
1
011
. This new rda covers records in all
These records are now covered
.
RDAS
RDA RISK00RDA RISK00
Comments
.State Government Workers Compensation
opies are not considered records and can be
database
Miss Reports
-
Incident Reports (Incidents Only, No Lost
Near
Workers Compensation Claims Case Files
- -
AND CLOSED
56
4
RDA RISK0011
Duplicates or c
of the Risk Management GRS.
RDA RISK0010RDA RISK00RDA RISK004
SUPERSEDED
covers records in all formats
uperseded by
This rdaRMIS workers compensation under rdaRDA was part of the 1997 Workers Compensation GRS. Instructions were given not to use this rda in this schedule. RDA is NOT part of the Risk
Management Schedule.RMIS workers compensation database. These records are now covered under new rda covers records in all formats.This rdaRMIS workers compensation database. These records
are now covered under formats.Renumbered and superseded by Risk Management GRS.Any copies of these records are now covered under the main rda for this records series. disposed of when
no longer needed unless otherwise specified in the current rda. Any copies of these records are now covered under the main rda for this records series. Duplicates or copies are not
considered records and can be disposed of when no longer needed unless otherwise specificurrent rda. Renumbered and superseded by Workers Compensation Guidelines, Procedures, Records
Any copies of these records are now covered under the main rda for this records series. Duplicates or copies are not considered records and can be disposed of when no longer needed
unless otherwise specified in the current rda. S Guidelines, Procedures, Policies and Other Related Records Management GRS.
GRS
. Now included
Action Taken
& RELATED RECORDS
uperseded by RISK0011
Closed/Deletedin RDA RISK0010Deleted Closed/DeletedClosed/DeletedRenumbered/superseded by RISK0001ClosedClosedRenumbered/superseded by RISK0011ClosedS
Electronic
Agency WC Supervisor or Unit Agency WC
Electronic Data
ocedural
Series Title
s Compensation Claims Files
Reports
Per Workers Compensation
Miss Data Files
-
-
WorkerNear
WCCS (Electronic Data)Do Not Use 1997 GRSWCCS Incident Reports (Incidents only, no claims, no lost time)WCCS DataWCCS Output Reports WCCS Output Reports Coordinator Copy WCCS Output
Working CopyStatewide WC PoliciesWCCS Output Reports Coordinator Copy WC Procedures and PrCorrespondence
A
479
Page
|
RDA No.
(WC GRS)
9030903059030690309030890308A90308B90309903090310
25
Buubdinfou;!Sjtl!Nbobhfnfou!boe!Sfmbufe!Sfdpset!Tdifevmf!!)21798!;!Psejobodf!up!Sfqfbm!boe!Sfdsfbuf
:/4/m
Qbdlfu!Qh/!434
ied in the
RDAS
Comments
AND CLOSED
Revision MadeClarifying note regarding procedures added to Use Case/Examples.Clarifying note regarding procedures added to Use Case/Examples.
SUPERSEDED
,
Any copies of these records are now covered under the main rda for this records series. Duplicates or copies are not considered records and can be disposed of when no longer needed unless
otherwise specifcurrent rda.
GRS
Related
Other
Revision History
Series ObsoleteSeries Obsolete
Action Taken
, Policies and
A listing of changes to this GRS.
& RELATED RECORDS
Closed Closed Closed
, Policies and Other Related Records
Record Series Title State Government Workers CompensationGuidelines, ProceduresRecordsState Government Property & Liability GuidelinesProcedures
Agency WC Coordinator
Series Title
Number
RDA RISK0011RISK0016
Committee Meeting Minutes
WC Procedures and Procedural Correspondence CopyWC WC Committee Meeting Minutes Committee Member Copy
20152015
--
Page
|
RDA No.
2424
(WC GRS)
--
Revision Date
Monday,8Monday,8
90310A9031190311A
26
:/4/n
Schedule Legend
The following terms and abbreviations are used in the records retention schedule:
AT: After termination
C: Confidential
CR: Creation or receipt (typically the retention is calculated from the creation or
receipt of a record, plus the designated number of years)
EVT: Event (typically the retention is calculated from an event, such as the close of a
case or end of the project, plus the designated number of years)
FIS: Fiscal (meaning the current fiscal year and the designated number of years)
N: Notify WHS before destruction
N/A: Not applicable
P: Permanent
PII: Personally Identifiable Information (has the meaning specified in §19.62(5) Wis.
Stats.)
S: Until superseded
W: Waived Notification
WHS: Wisconsin Historical Society
WPRB: Wisconsin Public Records Board
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