Requests
Looking to request a record? UW-Green Bay has common public records immediately available.
Disposal
After the record schedule retention period is over, you can recycle, follow the confidential destruction process or send records to archives.
Training
All employees need to complete training to learn record management policies and keep in compliance.
What is Records Management?
Records Management is the official term for how we control the records we create at work. How we use, distribute, store and dispose of these records is crucial to comply with public records law.
The Wisconsin Office of Open Government requires all public records be accessible because people must be informed about the workings of their government. Therefore, every record is presumed to be available to the public. To make that happen, employees must manage department records.
Employee Responsibility
Employees have the responsibility to safeguard records created and used in the course of University business in compliance with Wis. Admin. Code 12 (2001) and RPD 3-2. Employees must also:
- Comply with our campus Record-Management-SOP.pdf
- Recognize a public record request and handle it appropriately
- Complete Records Management training as directed by Records Officer
- Save records to department shared drives and systems; personal drives may only be used for disposable records or convenience copies
- Be aware of a records retention period and disposal method for your department records using an approved Record Schedule List from the Record Management webpage
- Preserve Archival records and correctly dispose of records using the Records Management Archive & Disposal Processes
- Obtain approval on all Confidential Disposal Forms and submit to the Records Officer prior to disposal of records
Department Record Inventory
To protect public records, departments must document the location of records created and used by the department. The Inventory Worksheet documents records within your area and when they will be ready for disposal or archiving.
Records Schedule
The Record Schedules are State approved and are the only source for determining how long a record must be retained and how to dispose of it. This searchable Excel file will save to your computer, usually in your downloads folder.
Archiving Records
After the retention period has passed, some records need to be sent to Archives if they are historically significant or required to be saved by the State.
Record Management Handbook
The Record Management Handbook documents all record management requirements from these webpages and is easily printed or downloaded. See also the State of Wisconsin Public Records Compliance Guide.
What's a Record?
A record is any document—in any format (paper or electronic, and yes, even video)—created or used by you or your department to conduct University business. The value of a record is determined by content, not by format. If a document helps you perform your job or documents the history and/or administration of your office, it is probably a record and should be handled appropriately. This includes email, text messages and social media!
Public Records Requests
As a public institution, UW-Green Bay is required to have records available to the public. Some are only a few clicks away, while others may need to be requested.
Current Employee Info
We have a directory of our current UW-Green Bay staff and faculty, and salary information is available through the State of Wisconsin Open Book.
Clery Report
Access security reports to understand crimes on campus and be aware of safety in our community.
Strategic Priorities
UW-Green Bay aims to provide access to education for all students. Our priorities reflect that goal.
Inclusivity Goals
UW-Green Bay is the third most racially diverse university within the Universities of Wisconsin.
Submit a Public Record Request
If the records you need can't be accessed here, we can help you find them! Send us an email, and we'll help.
Ask an Expert
Sandi Maine-Delepierre, Records Officer, is your go-to guide for all things records. If you have any questions about how to manage your records, she can help!