As a public institution, UW–Madison is required to keep and maintain records, making them available upon public request. Public record requests are submitted to the UW-Madison Public Records office via a portal, and responding to them is a collaborative process that involves receiving the request, gathering the records, and reviewing and redacting as the law allows.
Records management is the practice of maintaining records throughout their lifecycle: creation, use, retention, and disposition, and it is often a daunting task, but there are steps you can take to start managing records better today.
- Emails are often in public records requests. Creating (and using) an email folder structure helps fill those requests.
- Review the email decision tree to deepen your understanding of email management and retention.
- Consider whether it is necessary to make audio or video files. As records, you must maintain them throughout their lifecycle, and redacting them in response to an open records request is very time-consuming.
- Limit work on personal devices. Instead, use an institutional product installed on your cell phone or personal computer, like Teams or Outlook, which keeps university business and communications on the University’s network.
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 March 2026 Badger Data Network meeting.
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.
Public records overview: Read about Wisconsin’s Public Records Law and review frequently asked questions.
Introduction to records management: Short, asynchronous training to learn what public records are, why public records management is important, what your responsibilities are, tools to assist you with public records management, 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.
UW-Madison records retention schedules and disposition: Records retention schedules, also known as Records Disposition Authorizations (RDAs), form the cornerstone of an effective Records Management Program. Review existing retention records.
Make a public records request: Portal for submitting public records requests.