As a public institution, UW–Madison is required to manage its records throughout their lifecycle and make them available to the public upon request.
What is a record?
Wisconsin Statute 16.61 (2)(b) defines a record as any materials created or received in connection with the transaction of business and activities on behalf of the Universities of Wisconsin.
The definition is broad. Most of what you create and receive is likely to be a public record. It is the content that matters, not the format in which it is generated.
- Assume all records you create, receive, and maintain are accessible to the public upon request.
- University business on personal devices (like text messages) or through personal accounts (like Gmail) is subject to public records law.
Start managing your records today!
You are responsible for the management of the records in your control. Records management is the practice of maintaining records throughout their lifecycle: creation, use, retention, and disposition. Starting can be daunting. Taking small steps today can yield big benefits in the future when a public records request comes in.
Here are a few steps you can take to start managing records better today.
- Emails are often included in public records requests. Thoughtful email management makes a potential future public records request easier.
- Review the email decision tree and email guidance to deepen your understanding of email management and how to get started.
Many records retention schedules already exist and are available through the Records Management program. Ask your supervisor if they exist for your office. If you need help identifying the appropriate schedule for your records, reach out to the records management staff for help. If a schedule does not exist, the Records Management program will work with your area to create one. Records cannot be deleted without an approved retention schedule.
Remember, the day to start managing your records better is today. Please reach out if you have additional questions about records management or public records.
Resources
Slide deck: from the October 2026 Badger Data Network meeting.
Introduction to records management: Short, asynchronous training. Learn what public records are, why public records management is important, your responsibilities, tools to assist you, and how to get help.
Records Management Training Resources: After completing the overview, expand your knowledge of records management by exploring additional training materials and guidance on major topics of interest relating to the management of University records.
Data management plans. Before collecting or acquiring data, establish a plan to manage it throughout its lifecycle.
Records management Google group. If you get a “content unavailable” message when clicking on the link, log in to Google with your netID by clicking on the “Sign in” button on the top right of the page. You may need to click the link again to go directly to the listserv page.
What to expect as a public employee during an open records request: This document provides UW–Madison employees with information on the public records law and the process the Public Records Unit of the Office of Compliance uses for public records requests.
University Communications and Public Records Guidance: This document provides guidance and best practices for work communication records and their required retention.
Make a public records request: Portal for submitting public records requests.
UW System Policy 650: Public Records Management Roles and Responsibilities: Effective September 1, 2027. More communication, information and training around the policy and Records Management Plans are coming soon!