UNIVERSITY OF WISCONSIN - MADISON
RECORDS RETENTION AND DISPOSITION SCHEDULE
FOR
FACILITIES PLANNING AND MANAGEMENT
•
•
•
•
•
•
CAMPUS PLANNING AND LANDSCAPE ARCHITECTURE
CAPITAL PLANNING AND DEVELOPMENT
ENVIRONMENTA HEALTH AND SAFETY See EHS Schedule
PHYSICAL PLANT
SPACE MANAGEMENT OFFICE
TRANSPORATION SERVICES
2010
4-2016
UNIVERSITY OF WISCONSIN - MADISON: GENERAL RECORDS AND DISPOSITION SCHEDULES
I.
INTRODUCTION AND PURPOSE
This retention schedule represents the official University of Wisconsin-Madison policy with regard to the retention and disposition of all
university and public records and information and has the approval of the University Records Management Advisory Group (URMAG) and
the Wisconsin Public Records Board (PRB). The PRB is the statutory body with the responsibility to safeguard the financial, legal,
administrative, and historical interests of the State in the disposition of records through the review of records schedules prepared by State
agencies.
This retention schedule also provides guidance to University of Wisconsin-Madison employees regarding what does and does not comprise
a public record. The UW-Madison campus must manage all records to ensure systematic control from creation or receipt through
processing, distribution, maintenance, retrieval, retention and final disposal for records retention purposes.
II.
III.
SCOPE:
This schedule pertains to the records and information arising from currently understood UW-Madison record policies and procedures. It
applies to all such records regardless of format or media. While an attempt has been made to describe the records in commonly used
terms, there may be instances in which the schedule does not reflect the exact title or name used by a given department. If offices or
departments cannot determine by the descriptive information provided on each item whether a given departmental record is covered or
not, they should contact the University Records Officer. An attempt has been made to include all records commonly required or used
within the University campus. However, as processes change, forms may be modified and new ones created, and documentation
requirements may also change. This schedule will be reviewed periodically to insure that it is kept as up-to-date as possible. This schedule
applies to all organizational units of the University of Wisconsin-Madison and any attached entities that are required to follow UW-Madison
policies.
SUSPENSION OF THE RECORDS RETENTION SCHEDULE
University and Public Records may be delayed from disposition / destruction only under the following conditions:
1. Particular records have been identified as needed for a financial or performance audit.
2. Records that are required for legal proceedings are held under a “litigation hold” for an actual or imminent legal proceeding. Imminent
meaning legal action is anticipated or there is reasonable expectation thereof.
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University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
3. An open records request has been received and not completed. Contact University Relations. See Office of Legal Affairs - Public Records
http://legal.wisc.edu/public-records.htm
4. The Wisconsin Open Records Law, Wis. Stat. §19.35(5), forbids the destruction of any record after an inspection or copying request until
the request is granted, or at least 60 days after the date that the request was denied. Court orders and litigation may extent this time
period. The agency's legal custodian of records can provide advice. For the University of Wisconsin Madison the legal custodian is the
University Relations in the Chancellor's Office.
5. “It is the responsibility of the office holding the record to determine if an audit or litigation is pending, anticipated or imminent, of if an
open record request is pending or the time specified in Wis. Stat. §19.35(5) has not yet elapsed.
1. UTILITY AND FUNCTION OF INFORMATION PROVIDED WITHIN THIS DOCUMENT
a. Minimum Retention Established and Permanent Retention Procedure. The records retention schedules included within this document
establish minimum retention periods for each type of record. The disposition of each record is assumed to be destruction after its
minimum retention period or transfer to the UW Archives.
b. Materials That Comprise Public Records.
Under Wisconsin law, many materials comprise public records performing the transaction of public business on behalf of the University
Campus. Under Wis. Stat. §16.61, Public records are defined as " all books, papers, maps, photographs, films, recordings, optical disks,
electronically formatted documents or other documentary materials, regardless of physical form or characteristics, made, or received by
any state agency or its officers or employees in connection with the transaction of public business”
c. Materials That Do Not Comprise Public Records. Under Wisconsin law, many materials do not comprise public records. Therefore, nonrecords should be retained only so long as they are useful as a resource for performing the transaction of public business on behalf of the
University Campus. Thereafter, in the interest of efficiency and proper resource management, they should be destroyed. Under Wis. Stat.
§16.61, the definition of "Record" does not include: duplicate copies of materials the original copies of which are in the custody of the
University and which are maintained only for convenience or reference and for no other substantive purpose; materials in the possession
of a library or museum made or acquired solely for reference or exhibition purposes; notices or invitations received by the University that
were not solicited by the University and that are not related to any official action taken, proposed or considered by the University; drafts,
notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name
of a person for whom the originator is working; and routing slips and envelopes.
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University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
d. Preservation of Historical Documents. Historically, University records have been preserved in paper files. Presently, however, advances
in technology are beginning to present a viable alternative to paper records: electronic data stored in many electronic systems. Because
of the potential for electronically-preserved information to be lost over time as electronic systems degrade or become obsolete,
electronic systems should be used as the primary manner of preserving historical documents only if measures are implemented to
ensure appropriate updates to the electronic storage systems are consistently purchased, installed, and maintained, and to ensure the
appropriate migration of the electronically-stored information as electronic systems become obsolete and are replaced by new
technologies.
Because of the consequences of failing to appropriately maintain electronic information technology systems, records storage within an
electronic information system must comply with the legal requirements set forth in Board of Regents Policy Document 3-2: University of
Wisconsin System Public Records Management; and Wisconsin Administrative Rule 12: Electronic Records Management-Standards and
Requirements.
Please carefully review these documents prior to storing official copies of public records upon information systems and if you have questions or
concerns, then please seek assistance from the University Records Officer.
Using the Schedule
• Use the table to locate the record series item.
• Identify whether you are the holder of the official, department, or copy of the record.
• Implement the retention and disposition noted at the level of record you hold.
• If you are uncertain about the records series item or your responsibility for it, contact the Records Officer for clarification.
• Retention periods and disposition methods outlined in this document have been reviewed and approved by the University (University
Records Management Advisory Group (URMAG) – Consisting of signatures from University Archivist, Office of Legal Affairs and the
University Records Officer).
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University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
UNIVERSITY OF WISCONSIN- MADISON
Facilities Planning & Management (FP&M) is a service organization reporting to the Associate Vice Chancellor. The division is responsible for the
physical development, construction, maintenance and safe operation of the University of Wisconsin-Madison campus.
This Schedule covers the following record series.
Departments
Campus Planning and Landscape Architecture (CPLA)
PLA works with faculty, staff, students and the surrounding urban community on physical planning issues, including implementation of the Campus
Master Plan. Staff assist with the capital budgeting and infrastructure planning processes, assist with facility related ADA issues, design and manage
landscape architecture projects, provide support for historic & cultural resources and manage public art, as well as serve as a liaison with municipal
governments and adjacent neighborhoods.
Capital Planning and Development (CP&D)
CP&D is responsible for identifying and developing capital programs and related policies and procedures to address the University’s strategic, longrange physical planning needs. Staff oversee development of the biennial capital budget and serve as university representatives and project
managers for the design of new facilities, additions, utility improvements and large scale remodeling projects.
Environment, Health and Safety (EH&S) EHS schedule was superseded 3-2016 and removed from this schedule.
EHS provides guidance, technical consultations, and expertise to the campus community in the areas of biological, chemical, environmental,
engineering, radiation, lake and fire safety.
Physical Plant (PP)
PP is responsible for the maintenance of campus buildings, grounds, utilities and vehicles. Design resources, construction trades and specialized
facilities services are available for departmental requests and remodeling projects on a fee-for service basis.
Space Management Office (SMO)
SMO collects, maintains and analyzes information about University space use. The office coordinates the allocation and reassignment of existing
space and participates in the planning for modified or new space. This includes providing appropriate office, laboratory or support space for
research and instruction, as well as classroom environments for effective teaching and learning, and support services for use of multimedia
classrooms. The office also provides support for leasing space, manages campus real estate transactions, and assists with space relocation for
major remodeling projects.
Transportation Services (TS)
TS is responsible for the coordination and administration of all transportation-related services for the University of Wisconsin-Madison campus
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University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
community. Primary functions include the sale/management of parking permits, special event coordination, maintenance and enforcement,
construction coordination, lot and booth operations, citation payments and appeals, information technology, financial, transportation planning and
development of multi-modal options.
UW – Madison Department Facilities Planning and Management
FACILITY PLANNING ADMINSTRATION
Record
Series ID
Number
FPM0001
Record Series Title
Strategic/Business/Operational
Plans related to Facilities
Record Series
Description
Consultant or UWMadison prepared plans
related to UW Facilities.
Retention
Retention:
EVT + 6 years
EVENT = Plan
Completion
Media Type
Paper or
Electronic
Disposition
Transfer to UWMadison Archives
Office of Record
Facility Planning
Administration
NEW
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
FPM0002
7
Critical Incident Management Plan
and Related Documents
Critical incident
management plans, local
site security plans,
facility disaster recovery
plan or business
resumption plan or
similar documents
Retention:
Superseded + 1
year
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Destroy
Confidential
Facility Planning
Administration
NEW
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
FPM0003
8
Meeting Minutes - Shared
Governance Committees staffed by
FP&M (Ch. 6 Faculty Policies) and
Design Review Board minutes
Committee meeting
minutes: Campus
Planning Committee
(CPC), Campus
Transportation
Committee (CTC), Space
and Remodeling Policies
Committee (SRPC),
Lakeshore Nature
Preserve Committee,
Minutes of the Design
Review Board. Includes
design concepts from
A/E firms, record of
dicussion.
Retention:
CR + 15 years
CR= Date created
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Transfer to UWMadison Archives
Facility Planning
Administration
NEW
CAMPUS PLANNING AND LANDSCAPE ARCHITECTURE
Record
Series ID
Number
FPM0004
Record Series Title
UW-Madison Campus Master Plans
Record Series
Description
Long range planning
documents for UWMadison Campus
Retention
Media Type
Retention:
Paper or
EVT + 5 years
Electronic
EVENT= Retain
current plan for the
life of the
Structure(until
razed for facility
sold)
Disposition
Office of Record
Transfer to UWMadison Archives
Campus Planning
and Landscape
Architecture
Transfer to UWMadison Archives
School/College/
Division keeps
original
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
FPM0005
9
UW-Madison
School/College/Division Master
Plans
Long range planning
documents for individual
Departments on UWMadison Campus.
Retention:
Paper or
EVT + 5 years
Electronic
EVENT= Retain
current plan for the
life of the
Structure(until
razed for facility
sold)
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Campus Planning
and Landscape
Architecture copy
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
FPM0006
UW-Madison Six Year Master Plan Copy
Records included are
Official and amended
plans for UW-Madison
Campus.
Retention:
Paper or
EVT + 5 years
Electronic
EVENT= Current
plan is retained for
the life of the
Structure (until
razed for facility
sold)
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
10
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Transfer to UWMadison Archives
UW System and DOA
keeps original
Campus Planning
and Landscape
Architecture copy
FPM0007
Cultural Resource ReviewArchaeological & Historic site case
file. This series is used if a known
archaeological site is present or if an
archaeological survey has been
conducted to check for
archaeological remains.
Records in this series
may include
Archaeological survey
reports, Information on
documented
archaeological sites,
Information on
documented historic
structures.
Retention:
Paper or
EVT + 10 years
Electronic
EVENT= After the
property or site is
transferred or sold
Transfer to UWMadison Archives
Campus Planning
and Landscape
Architecture
Wis. Stat. 44.40 in
the course of
managing state
owned lands, state
agencies are required
to identify know
cultural resources
that may be
impacted by its
actions.
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
FPM0008
Building Permits and Approvals Copy
This series contains
information about
building permits and
approvals including
zoning approvals as well
as Environmental Impact
Assessments and
Environmental Impact
Statements.
The record copy of the
permits and approvals
are held by the granting
authority. The EIA/EIS
will be filed with the
project.
11
Retention:
Paper or
EVT + 10 years
Electronic
EVENT= Substantial
Completion
Destroy
Confidential the
Building Permits
and Approvals.
Campus Planning
and Landscape
Architecture
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Transfer to UW
Archives
the EIA/EIS and a
copy to FP&M
Library
Supersedes
RDA #1541
Confidential: No
or PII: No
PII Registry: N/A
Open Access
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
• Permits and
Approvals include:
Building Permits,
Approvals Zoning,
Environmental,
Federal and City)
• EIA/EIS
FPM0009
American with Disabilities Act
Facility Review (ADA) Records
Records of inspections,
investigation, and
reports regarding ADA
compliance related to
Facilities and Structures.
Retention:
Paper or
EVT + 5 years
Electronic
EVENT= Retain
current plan for the
life of the Structure
(until razed for
facility sold)
Destroy
Confidential
Campus Planning
and Landscape
Architecture
Transfer to UWMadison Archives
Campus Planning
and Landscape
Architecture
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
FPM0010
12
Percent for Art
Percent for Art records:
Studies, Meetings,
Preliminary Information,
Final Selection Slides and
other Documentation.
Retention:
EVT + 10 years
EVENT=
Decommissioning
the Art
Paper or
Electronic
and other
medium
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Supersedes
RDA #1540
This process is managed
by the State Arts Board
with review artist
submissions and either
commission’s artwork or
purchases art for the
building.
State Arts Board
Wisconsin Arts Board
Percent Art Program
Project. One quarter of
one percent (0.25%) of a
project budget that is
required for the State of
Wisconsin Arts Board
Percent Art Program.
Projects currently
excluded from this
requirement are utility
projects and parking
ramps.
FPM0011
13
Environmental Assessment and
Impact statements.
Official Copies of
environmental
assessments, impact
statements and related
documentation related
to UW-Madison
Construction projects.
This record series may
include:
-Environmental
Assessment reports and
drafts.
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
Retention:
Paper or
EVT + 6 years
Electronic
EVENT= After the
property or site is
transferred or sold
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Transfer to UWMadison Archives
Campus Planning
and Landscape
Architecture
-Environmental impact
statements (draft &
final)
-Legal notices Comments from the
public, DNR and others
related correspondence
and supporting doc. (Air
discharge permits, air
quality reports, storm
water permits, waste
water discharge permits,
water quality reports,
reports of violation and
non-compliance)
Kept in compliance with
the Wisc. Environmental
Policy Act of 1972
14
or PII: No
PII Registry: N/A
Open Access
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
CAPITOL PLANNING AND DEVELOPMENT
Record
Series ID
Number
FPM0012
Record Series Title
Record Series
Description
UW Campus Capitol Budget Request
- Copies
Capitol Budget Requests
records
Retention
Media Type
Retention:
Paper or
EVT + 6 years
Electronic
EVENT= After the
property or site is
transferred or sold
Disposition
Destroy
Confidential
Office of Record
Originals with UW
System
Capitol Planning
and Development
- copy
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
FPM0013
15
Pre-Enumeration and Approvals
This series contains
background information
and analysis of the
existing site conditions.
This may include
vehicular and pedestrian
traffic patterns, service
requirements and zoning
issues. Existing
conditions may require
studies
(e.g. archeological) , if so,
the final report is
included in this series.
Retention:
EVT + 10 years
EVENT=
Substantial
Completion
Paper or
Electronic or
Maps
Photographs
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Destroy:
Presentations,
Meeting notes
Correspondence
Transfer to UW
Archives:
Site investigation
Studies/Existing
condition records,
Maps,
Plot plans and
Photographs
Capitol Planning
and Development
Supersedes
RDA #1529
PII Registry: N/A
Open Access
FPM0014
A/E Request Process
This series contains
documents including the
Issue Statements
developed by
schools/colleges to
document physical
planning needs.
Following further
analysis, the Issue
Statements are
developed into Project
Request Documents
(PRD) which are
reviewed by the Campus
Planning Committee as
projects are prioritized
and advanced for
enumeration in the
capital budget. A/E
selection documents
(submittals) detail the
qualifications of the
architectural/engineering
firms competing for the
project,
The A/E contract/Notice
to Proceed file Identifies
the selected
architectural/engineering
firm, indicates the
contract amount, and
date work may begin on
16
Retention:
EVT + 10 years
EVENT=
Substantial
Completion
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Destroy
Confidential:
A/E Selection
Capitol Planning
and Development
Transfer to UW
Archives:
User
Requirements
Issue
Statements
PRD
A/E
Contract/Notice
to Proceed
Supersedes
RDA #1530
the project.
Series includes:
User Requirements /
Issue statements/PRDs
A/E Selection
A/E Contract/Notice to
Proceed.
FPM0015
FPM0016
17
Programing /Concept - 10% records
Design Development Report - 35%
records. Construction Documents
An architect or
engineering firm is
retained to perform
planning and design
work associated with
each building project.
Programing/Concept 10% includes the
following:
Design Requirements
and Space Summaries,
Laws and Regulations
(Project Related),
Benchmarking,
Meeting Notes,
Reports/Program,
Correspondence,
Sketches, Drawings,
Layout, 10% Review
Comments
Retention:
EVT + 10 years
EVENT=
Substantial
Completion
This series initiates the
second step in the
preparation process and
includes further
development of the
Retention:
EVT + 10 years
EVENT=
Substantial
Completion
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
Paper or
Electronic or
Drawings
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Transfer to UW
Archives:
Reports / Program
Capitol Planning
and Development
Destroy
Confidential:
Design
Requirements,
Project related
Laws &
Regulations
documentation
Benchmarking
records
Meeting notes
Correspondence
Sketches,
Drawings, Layout
10% Review
Comments
Supersedes
RDA #1531
Transfer to UW
Archives:
Design Reports
which includes
latest indicated
Capitol Planning
and Development
Supersedes
design. The Design
Report provides
information on how the
design concept respond
to the programmatic
requirement, details
design goals and
assumptions for the
project and summarized
the building systems
(exterior building
envelope, interior
construction, structural,
mechanical, plumbing,
electrical systems.)
Preliminary small scale
plans and elevations of
the building may also be
included. The agency
request is a document
submitted to the Board
of Regents and State
Building Commission to
request action on the
project.
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
The Design Report
Design Development35% includes the
following:
Design Reports which
includes latest indicated
Cost (LIC)=/budget
worksheet,
Construction Reports
Meeting notes,
Reports,
Correspondence,
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University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Cost (LIC) .=/
budget
worksheet,
Construction
Reports
Agency Request
Destroy
Confidential:
Meeting notes
Reports
Correspondence
Sketches,
Drawings, Layout
35% Review
Comments
Value Engineering
RDA #1532 and
#1533
Sketches, Drawings,
Layout, 35% Review
Comments, Value
Engineering, Agency
Request
FPM0017
FPM0018
19
Bidding Records
Construction Project File
This series contains
information about the
bidding processes in
which the construction
documents are given to
contractors for bidding.
The bid tabulation
indicated all contractors
bidding on the project
and the submitted bids.
An agency request is
generated if additional
funds are required to
proceed with the project.
Retention:
EVT + 10 years
EVENT=
Substantial
Completion
This record series
includes:
Bid Tabulation,
Bid Addendum,
Value Engineering,
Agency request.
PII Registry: N/A
All documents related to
a construction project
includes design and
construction contracts.
Proposed and approved
amendments to all
contracts. It also contains
Retention:
EVT + 10 years
EVENT=
Substantial
Completion
Paper or
Electronic
Transfer to
Archives:
Bid Tabulation
Agency Request
Destroy
Confidential: Bid
Addendum
Value Engineering
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Capitol Planning
and Development
Supersedes
RDA #1534
Confidential: No
or PII: No
Open Access
Paper or
Electronic
Drawings
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Transfer to
Archives:
Contracts/notice
to proceed,
DSF Budget
Letter/Cost
Estimates,
Capitol Planning
and Development
Physical Plant
Upon Substantial
Completion Transfer
Shop Drawings &
Sketches/method
information on the
Bidding Phase plans and
specifications. Details on
materials used on each
construction project
status reports by UW
staff who supervise
construction. Concerns
of future tenants of the
facility and other related
documents.
FPM0019
20
As-Built Plans and Original Building
Drawings for completed
Construction Projects
Construction
phase schedule,
Field reports &
photos,
Shop drawings
and
Sketches/Method
statement,
Testing and
Commissioning
records.
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Construction Project File
includes:
Contracts/Notice to
Proceed, DSF Budget
Letters/Cost Estimates,
Safety File, Invoices/pay
requests WisBuild
Tracking, Construction
Progress Meetings,
Construction Phase
Schedule, Field Reports
and Photos,
Correspondence,
Shop Drawings and
Sketches/Method
Statements, Samples
and Approvals of
Materials and
Equipment, Punch List,
Testing and
Commissioning.
Open Access
Sustainability (LEED)
records include
Sustainability,
Concept/Design, LEED
Retention:
EVT + 10 years
EVENT=
Statement and the
Testing and
Commissioning
Transfer records to
the physical plant
Supersedes
RDA #1535
Destroy
Confidential:
Safety file,
Invoices/pay
requests
Paper or
Electronic
Drawings
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Transfer to
Archives:
Sustainability
Concept/Design
Capitol Planning
and Development
FP& M receives a bid set of construction
documents which, following
completions of the building, is
superseded by "As built" or "Record"
drawings which document any changes
made during construction
Tracking Worksheets,
Submittals
Substantial
Completion
records
Submittals
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Destroy
Confidential:
Leed Tracking
Worksheets
Supersedes
RDA #1536
Confidential: No
or PII: No
PII Registry: N/A
Open Access
FPM0020
As-Built Plans and Original Building
Drawings for completed
Construction Projects
FP& M receives a bed set of construction
documents which, following
completions of the building, is
superseded by “As built" or "Record"
drawings which document any changes
made during construction.
21
Final as-built plans and
original building
drawings for UWMadison-owned
facilities.
This Record Series
includes:
Architectural plans,
Site plans,
Elevations,
Section and details as
well as all plans and
details required for the
associated systems
(structural, mechanical,
electrical, plumbing).
Design specifications
detail the standards for
materials, equipment,
finishes included in the
project.
Retention:
EVT + 10 years
EVENT=
Substantial
Completion and
Transfer to
Physical plant
Paper or
Electronic
Drawings
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Transfer to
Physical plant
Physical Plant
Also see FPM0059
Supersedes
RDA #1543
FPM0021
Equipment - Moveable and Fixed
This series contains
Moveable Equipment.
The specifications and
purchasing
authorizations for the
building moveable
equipment and furniture.
Examples include:
Custodial equipment,
Fire Extinguishers,
Scientific Equipment,
Office furniture.
This records series also
includes:
Requisitions Internal,
Requisitions External,
Latest indicated Cost
(LIC) / Budget worksheet.
Design Specifications.
The series also contains
Fixed Equipment that
cannot be moved such as
biosafety cabinets, fume
hoods, and lockers.
Records in this series
are:
A/V equipment,
Food Service Equipment,
Lab Equipment,
Medical
Athletic,
Mailroom,
Way Finding Signage,
Specialty equipment.
22
Retention:
EVT + 10 years
EVENT=
Substantial
Completion
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Destroy
Capitol Planning
and Development
Supersedes
RDA #1537 and
1538
FPM0022
23
Occupancy & Closeout
This series documents
the transfer of building
manuals and drawings to
the Physical plant. The
actual Operation and
Maintenance (O&M)
manuals are transmitted
to the Physical Plant
upon receipt from the
contractor. The Letter of
Substantial Completion
/Acceptance is copied to
Physical Plan upon
receipt. A copy is filed
with the project files.
The Post Occupancy
Evaluation is a survey
from completed by the
building occupants
following occupancy.
Letter of substantial
completion and post
occupancy evaluation.
Retention:
EVT + 10 years
EVENT=
Substantial
Completion
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
Open Access
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Transfer to UW
Archives:
Substantial
Completion
Letter/Acceptance
and the Post
Occupancy
Evaluation
Destroy:
O& M and Record
Drawing
Transmittals and
Owner Training
Capitol Planning
and Development
Supersedes
RDA #1542
PHYSICAL PLANT
Record
Series ID
Number
FPM0040
Record Series Title
Security and Access Control
Record Series
Description
This series contains
information about
security and access to
buildings.
Retention
Retention:
EVT+ 10 years
EVT= Date of
Substantial
Completion
Media Type
Disposition
Office of Record
Paper or
Electronic
Destroy
Confidential
Physical Plant
Paper or
Electronic
Destroy
Confidential
Physical Plant
Supersedes
RDA #1539
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0041
Application and Permit for Use of
Facilities
This Series includes
documents requesting
use of facilities or
grounds for special
events
Retention:
EVT+ 3 years
EVT= Completion
of report or
inspection.
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
31
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
FPM0042
Facility Maintenance Work Orders
and Logs
Includes series includes
Retention:
requests for services
EVT+ 3 years
from physical plant shops EVT= Completion
of report or
inspection.
Paper or
Electronic
Destroy
Confidential
Physical Plant
Retention:
Paper or
EVT+ 5 years
Electronic
EVT= Retain
current plan for the
life of the
Structure(until
razed for facility
sold)
Destroy
Confidential
Physical Plant
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0043
Physical Plan Utility Project Files
This Series documents
extend services (chilled
water, steam, electrical,
sewer) services to
University buildings or
involve the addition or
modification of
University power plants.
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
32
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Supersedes
RDA #1544
FPM0044
Building Maintenance/Management
- Custodial Records
Documents the
supervision of custodial
activities including but
not limited to
assignment, work
responsibilities,
checklists, inspection
records, reports and
other related records
except fiscal and payroll.
Retention:
EVT+ 3 years
EVT= Completion
of report or
inspection
Paper or
Electronic
Destroy
Confidential
Physical Plant
Paper or
Electronic
Destroy
Confidential
Physical Plant
Paper or
Electronic
Destroy
Confidential
Physical Plant
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0045
Building Maintenance/Management
- Grounds keeping Records
Snow management
records, sand and salt
usage, amount of
equipment used,
summary of snow events
Retention:
CR+ 30 years
CR= Date of
Creation
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0046
33
Building Maintenance/Management
- Salt/ Sand Inventory
Inventory of sand/salt
amount stored on site
Retention:
CR+ 5 years
CR= Date of
Creation
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0047
Building Maintenance/Management
- Weigh Slip Records
Documents the weight
slips for deliveries to
landfills.
Retention:
EVT+ 5 years
EVT= Closure of
Landfill
Paper or
Electronic
Destroy
Confidential
Physical Plant
Paper or
Electronic
Destroy
Confidential
Physical Plant
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0048
Building Maintenance/Management
- Waste and Recycling Records
Documents the recycling
paper weight receipts
Retention:
CR + 1 years
CR= Date of
Creation
Copies: Destroy
when no longer
needed, but do not
keep longer than
34
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0049
Building Maintenance/Management
- Waste and Recycling Records
Documents the weight
records for disposal of
Sharps
Retention:
CR + 7 years
CR= Date of
Creation
Paper or
Electronic
Destroy
Confidential
Physical Plant
Paper or
Electronic
Destroy
Confidential
Physical Plant
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0050
Building Maintenance/Management
- Campus Services
Documents the delivery
of tradespeople to work
sites, records the rental
of tables and chairs for
events
Retention:
CR + 1 years
CR= Date of
Creation
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
35
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
PII Registry: N/A
FPM0051
Building Maintenance/Equipment
Repair and Service Records
Documents the
installation,
maintenance, service
history of both building
installed equipment and
equipment commonly
used to maintain facility.
Retention:
EVT + 1 years
EVT= Life of the
Equipment.
Paper or
Electronic
Destroy
Confidential
Physical Plant
Paper or
Electronic
Destroy
Confidential
Physical Plant
Paper or
Electronic
Destroy
Confidential
Physical Plant
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
FPM0052
Building Maintenance/Warranty
Records
Documents the
manufacturer's/vendors
warranty to replace and
or/repair defective
materials or equipment
PII Registry: N/A
Retention:
EVT + 1 years
EVT= Warranty
Expiration
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0053
36
Equipment Maintenance Maintenance Report
Documents the status of
equipment in use.
Retention:
CR + 1 years
CR= Date of
Creation
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
FPM0054
Equipment Maintenance - Technical
Reference and Maintenance
Publications
Collection of technical
reference materials used
to maintain, supply and
repair equipment.
Includes Operations &
Maintenance (O&M)
manuals associated with
capital building projects.
PII Registry: N/A
Retention:
Paper or
EVT
Electronic
EVT= Life of the
Asset or Equipment
Destroy
Confidential
Physical Plant
Destroy
Physical Plant
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0055
37
Physical Plant Monitoring and
Inspection Records
Records documenting
the operation of all
facets of facilities - HVAC,
plumbing, mechanical,
electrical, structural and
special monitoring of
building components.
Retention:
CR+ 6 years
CR= Date of
Creation
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0056
Facility Related Check In/Out
Records
Documentation of sign-in
and sign-out of UWMadison equipment
Retention:
CR+ 3 months
CR= Date of
Creation
Paper or
Electronic
Destroy
Physical Plant
Paper or
Electronic
Destroy
Physical Plant
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0057
38
Fuel Use/Power Created and related
records
Data and records related
to reports on coal,
natural gas and other
fuels used. Output
reports on steam, chilled
water and electricity
produced.
Retention:
CR+ 6 Years
CR= Date of
Creation
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Confidential: No
or PII: No
PII Registry: N/A
FPM0058
Chemical Application Records Pesticide/herbicide Use
Records that document
the application of
chemicals (pesticides and
herbicides) with
potential long term
health consequences
such as Lawn Fertilizer
Retention:
EVT+ 3 Years
EVT= Date of the
Application of the
Chemical
Paper or
Electronic
Destroy
Confidential
Physical Plant
Paper or
Electronic
Transfer to UW
Archives
Physical Plant
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0059
39
Construction Project Documents
Includes construction
drawings/specifications
for remodeling and
renovation work as well
as construction projects
not developed as part of
the capital building
process. Documents
related to project scope,
budget and schedule are
included in this series.
Shop Drawings &
Sketches/method
Retention:
EVT+ 5 Years
EVT= Retain
current plan for
the life of the
Structure(until
razed for facility
sold)
Copies: Destroy
when no longer
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Also see FPM0020
Supersedes
RDA #1543
Statement and the
Testing and
Commissioning records
to the physical plan
which were transferred
to the physical plant
upon Substantial
Completion.
40
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
SPACE MANAGEMENT
Record
Series ID
Number
FPM0060
Record Series Title
Space Allocation and Project
Planning records
Record Series
Description
Space Allocation plans
and related
documentation which
may include but not
limited to final requests,
working papers such as
budgets, project plans,
space estimates,
justifications,
specification, project
quotes, floor layouts and
other supporting
documentation
Retention
Retention:
EVT+ 10 Years
EVT= Space
Vacated or
Planning
Documents
Superseded
Media Type
Disposition
Office of Record
Paper or
Electronic
Transfer to UW
Archives
Space
Management
Retention:
Paper or
EVT
Electronic
EVT= UW-Madison
plans or sells either
facilities and or
land assets
Transfer to UW
Archives
Space
Management
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0061
Acquisition or Sale of UW-Madison
Facilities and or Land.
Records in included in
this series are appraisals
and valuation for UWMadison facilities and or
Land.
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
41
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Confidential: No
or PII: No
PII Registry: N/A
FPM0062
Receipt by Gift of Facilities and or
Land to UW-Madison (case file)
Land or buildings are
being gifted to UWMadison
Retention:
Paper or
EVT
Electronic
EVT= UW-Madison
plans or sells either
facilities and or
land assets
Transfer to UW
Archives
Space
Management
Transfer to UW
Archives
UW System keeps
Original Document
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0063
Copy - Land Titles, Conveyances and
Easements -
Documentation for UWMadison owned lands –
copy
Retention:
Paper or
EVT
Electronic
EVT= UW-Madison
plans or sells either
facilities and or
land assets
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
42
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Confidential: No
or PII: No
PII Registry: N/A
FPM0064
Land Lease/Contract
Leases of Land (Regent
Leases)/legal contract
Retention:
EVT+ 6 years
EVT= End of Lease
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
43
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Destroy
Space
Management
TRANSPORTATION SERVICES
Record
Series ID
Number
FPM0065
Record Series Title
Parking Permit Assignments/Bus
Passes
Record Series
Description
Documentation
maintained of
assignment of parking
spaces and Bus Passes.
( Includes Customer ID #,
Customer Name, License
Plate #, Permit # and
Citation #)
Retention
Retention:
EVT+ 5 years
EVT= Customer
File Terminated
Media Type
Paper or
Electronic
Disposition
Destroy
Confidential
Office of Record
Transportation
Services
Supersedes
RDA #0296
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0066
Parking Permit Renewal Forms
Automatic payment from
payroll system. (Includes
auto-deduction
agreement and
application- data entered
into parking computer
application)
Retention:
EVT+ 5 years
EVT= Customer
File Terminated
Paper or
Electronic
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
44
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Destroy
Confidential
Transportation
Services
FPM0067
Applications:
a. Parking Permits - "Wait List"
b. Parking Permits Application &
Receipts
Documentation of
waitlist for assigned
parking spaces and
parking permits
applications and receipts.
Retention:
EVT+ 2 years
EVT= Permit Year
(Permit Year =
Sept - Aug)
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0068
Payroll Adjustments - (Bus Passes,
Permits, Citation payments)
Adjustment forms when
there is a refund or
additional deduction to
payroll
Retention:
EVT+ 5 years
EVT= Customer
File Terminated
Supersedes
RDA #0291
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0069
45
Parking Citations and related
records
Parking Citations issued
and related records
Retention:
CR + 2 years
Paper or
Electronic
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Destroy
Confidential
Transportation
Services
CR= Date of
Creation
Supersedes
RDA #0297, #0293,
#0115
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0070
Impound Records/ Tow Receipts
Tow company receipts
and prior damage forms
Retention:
CR + 5 years
CR= Date of
Creation
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0071
46
Incident Reports
Property damage,
injuries, lost property,
irate customer etc.
Retention:
CR + 5 years
CR= Date of
Creation
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0072
Parking Permit/Citation Bond
Deposits
FLEX payments within
software application and
paper invoice payment
coupon
Retention:
CR + 1 years
CR= Date of
Creation
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0073
Parking Permits- Lost or Stolen
Reports
Reports on permits that
are declared lost or
stolen by a customer.
Retention:
CR + 1 years
CR= Date of
Creation
Copies: Destroy
when no longer
47
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0074
Service Requests : Field
Maintenance Operations - Work
Orders
Requests to perform
maintenance work or
new installations on
campus parking areas.
Retention:
EVT
EVT= Life of the
Asset
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0075
Gate Access Control System
Requests to perform
maintenance work or
new installations on
campus parking areas.
Retention:
CR + 5 years
CR= Date of
Creation
Copies: Destroy
when no longer
needed, but do not
keep longer than
48
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Supersedes
RDA #0290
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0076
Validated or Paid Parking Tickets
Machined issued tickets
showing parking time
duration Validation of
Tickets are source
documentation for
monthly bill to
departments. Paid on
exit or validate before
leaving.
Retention:
CR + 6 Months
CR= Date of
Creation
Paper or
Electronic
Destroy
Confidential
Transportation
Services
Supersedes
RDA #0292
Copies: Destroy
when no longer
needed, but do not
keep longer than
the original.
Confidential: No
or PII: No
PII Registry: N/A
FPM0077
49
Unused Parking Hang Tags or
Permits
This record series
consists of
Unused parking hang
tags/permits which were
never used. Unused
parking Hangtags or
permits are kept to
document that all that
were produced are
accounted for in the
audit process.
Retention: FY + 3
Years
FY = Fiscal Year
Copies: Destroy
when no longer
need, but not
longer than the
Originals.
Paper or
Electronic
Confidential: No
or PII: No
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management
Destroy
Transportation
Services
* See Access
Requirements
50
University of Wisconsin -Madison Retention and Disposition Schedule for Facilities Planning and Management