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Records Management for School Districts, Public Libraries, and Public Library Systems

The Wisconsin Public Records Board (PRB) provides school districts, public libraries, and public library systems General Records Schedules (GRS) for use in the management of public records in compliance with Wisconsin Public Records Law. A properly adopted GRS provides legal authorization to dispose of records common to a business function on a consistent and regularly scheduled basis.

General Records Schedules

A GRS describes categories of records, mandates how long records in a given category are to be kept (retention), and provides instructions for what happens at the end of the retention period (disposition). The PRB provides a general introduction to the purpose of general records schedules and how they are used here.

School District and Public Libraries General Records Schedules

The most current PRB approved GRSs for school districts, public libraries, and public library systems supersede any previous versions. At the direction of the PRB, these GRSs only include retention schedules for records that are unique to school districts, public libraries, and public library systems. Retention schedules for records that are not unique to school districts, public libraries, and public library systems are removed and addressed in other state and local general records schedules.

State and Local General Records Schedules

Retention schedules for other common types of records not found within the school districts, public libraries, and public library systems GRSs are available here:

General Records Schedule Adoption and Use

DPI recommends that school districts, public libraries, and public library systems work with their legal counsel to review GRSs relevant to their work and formally adopt all schedules they intend to use to manage records. A Notification of General Records Schedule Adoption form must be completed for each separate GRS. Below are partially filled packets of adoption forms to make it easier to adopt multiple GRSs at one time.                                                         

Please note that the PRB cannot require school districts, public libraries, or public library systems to adopt a particular retention schedule. Any district that wishes to explore alternatives to PRB-approved retention schedules should do so in consultation with legal counsel.

For questions about the GRS adoption process email, doadeorecordscenter@wisconsin.gov

Laws, Statutes, and Other Resources

Need Help?

  • Questions about the treatment of specific records or types of records, please reach out to your district or library legal counsel.
  • Questions about the GRS adoption process, doadeorecordscenter@wisconsin.gov
  • General questions about records management and use of the GRS, records@dpi.wi.gov