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Special Collections and Archives: Records Management

What is a Records Schedule?

General Records Schedules (GRS), or Records Retention and Disposition Authorities (RRDAs), dictate to offices throughout the state of Wisconsin how long to keep their records (called the retention period) and what to do with those records once that time has passed (called the disposition instructions).

UW-Superior produces many records which are scheduled under General Records Schedules (GRS). The RRDAs cover record types produced by multiple offices. Some units at UW-Superior may also be covered by specific records schedules, which dictate retention and disposition of records for that office only. 

Under Wisconsin state law, records may not be destroyed unless they have been scheduled under an approved RRDA. All records schedules sunset, or expire, after 10 years, at which point their associated records groups must be re-scheduled. For a full list of Schedules under current use by all UW campuses, see UW System Office of Compliance & Integrity. Campuses may also "opt in" to Schedules created for all State Agencies. A full list of those employed by UW Superior are also provided below. 

What's New in Records Management

  • The work of creating the Schedules and shepherding them through the Public Records Board is the work of the UW Records Officer's Council (UWROC). Email the UW-Superior representative, archivist/Records Officer with questions. You may also call at (715) 394-8359.
  • The Public Records Board has determined that webpages and social media, such as Facebook, Twitter, IM, etc., are all "records" subject to records retention schedules. It is ILLEGAL to destroy or delete content from any University-supported site unless appropriately scheduled.
  • Options for training including guidance on working from home, are also available via the Office of Compliance & Integrity. 

General Records Schedules

The following General Retention Schedules are for use throughout the UW-System. Click on the appropriate schedule below. See also the UW-System Office of Compliance & Integrity website for more on Records Management schedules and resources. Be aware that portions of your records may fall under several different records schedules. Contact the Archivist with any questions.

Personnel/Human Resources:

Financial:

Administrative:

  • Departmental Administrative Records - SEE: University Meetings Addendum 

Student:

Information Technology and Library & Archives:

Facilities Planning:

UW-Superior Records Officer

Archives & Records Management

Transferring Materials to the Archives 

The University Archives is the official repository for the permanent, historical records of UW-Superior. Use this step-by-step guide to assist you in transferring records to the Archives. Prior to sending materials to Archives, you will need to work directly with Archives staff to: A) complete a transfer form and B) request and complete an inventory spreadsheet.

  • Step 1: Prepare Records for Transfer to the Archives
  • Step 2: Order Supplies. (Talk to the archivist about appropriate boxes)
  • Step 3: Pack Records in Boxes and Label

    • LABELING: Some boxes have a label form printed on one end of the box. Each box should be clearly labeled as to office of origin, contents, and dates. It is best not to mix "types" of materials. Consult the archivist. Example:

    • Agency 285M-UW-Superior Box No. 1
      Department or Unit/Office: Provost Office
      Beg. End Dates 1980-1985
      Title of Record Series Administrative Records - Subject Files
      RDA No. UW-ADMN 003
      From 1-1-1980 Thru 12-31-1985

  • Step 4: Complete the Archives Transfer Form
    • Additionally,  request and complete an inventory spreadsheet.
  • Step 5: Send Boxes to the University Archives