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.
Wisconsin Public School District and Related Records (PRB Approved March 10, 2023, Revised August 28, 2023)
Wisconsin Public School District GRS Crosswalk (Revised October 2023) - This tool prepared by the DPI helps school districts identify which retention schedules superseded retention schedules previously included in the 2010 version of the school district GRS.
- Wisconsin’s Public Libraries and Public Library Systems and Related Records (PRB Approved June 12, 2017)
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:
- Administrative and Related Records
- Budget and Related Records
- Facilities Management and Related Records
- Fiscal and Accounting and Related Records
- Human Resources and Related Records
- Information Technology and Related Records
- Wisconsin Municipal and Related Records
- Payroll and Benefits and Related Records
- Purchasing and Procurement and Related Records
- Risk Management and Related Records
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.
- Wisconsin Public School District GRS Adoption Packet
- Wisconsin Public Libraries and Public Library Systems GRS Adoption Packet (Coming soon!)
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, email@example.com
Laws, Statutes, and Other Resources
- WI Stats. 19.31 to 19:39: Wisconsin Public Records Law
- Wisconsin Public Records Law Compliance Guidance (Oct. 2019)
- WI Stat. 118.125: Pupil Records
- FERPA (Family Educational Rights and Privacy Act)
- HIPAA (Health Insurance Portability and Accountability Act)
- Uniform Guidance : Federal Retention Requirements for Records
- Confidentiality, Consent, and Student Records
- Student Data Privacy Training and Resources