Public Records Board > Forms

Forms

PRB-002 Notification of General Schedule Adoption

The PRB-002, GRS Adoption form, is used to notify the Public Records Board that a State agency or local unit of government is opting in to, or out of, a General Records Schedule. See the General Schedules tab for more information on the General Records Schedule Policy.

PRB-004 Electronic Records Statement of Intent

The PRB-004, Statement of Intent form, is used to notify the Public Records Board that a State agency or local unit of government is transition records from one media format to another. See the Board Policies tab for more information.

PRB-001 Records Disposition Authorization (RDA)

PRB-003 Records Disposition Authorization (RDA) - Functional

The PRB-001 and PRB-003, RDA forms, are used to submit records retention requests to the Public Records Board (PRB). Wisconsin state law varies slightly between State agencies and local units of government with regards to record retention and disposition.

Pursuant to Wisconsin Statute §16.61(4), State agencies may not dispose of a public record unless they have a current record retention schedule approved by the Public Records Board (PRB) that covers that particular record series.

However, pursuant to Wisconsin Statute §19.21, with some specific exceptions, local units of government must maintain all public records for a minimum of seven years, unless a shorter retention period has been approved by the PRB. Records Disposition Authorizations (RDAs) are reviewed and approved on a quarterly basis by the PRB. RDAs are the mechanism for requesting PRB approval.

All approved record retention schedules for state agencies and local units of government are accepted as public policy documents.

The process for getting a records retention schedule approved by the PRB is the same for state agencies and local units of government and is outlined below;

•  Once you’ve identified a record series that needs to be scheduled, amended, or renewed draft your RDA using one of the approved RDA forms, PRB-001 or PRB-003. Review the instructions and ensure all appropriate data and signatures are included.
•  When you have completed the RDA form, submit the draft to the PRB Executive Secretary at DOARDASubmissions@wisconsin.gov.
•  The RDA draft will be reviewed by PRB Support Staff and feedback provided regarding any changes that need to be made before the RDA is submitted to the Records Management Committee (RMC) of the PRB.
• All RDAs submitted for the quarter will be compiled into packets. Compiled packets are distributed to members of the RMC for review. The RMC meets on a quarterly basis. See the Meetings tab for submission deadlines and meeting dates of the PRB and its committees.
•  At the RMC meeting the committee reviews each RDA submitted for content, completeness, compliance and conformity to legal, audit, operational and historical significance. It is recommended that you attend this meeting in case questions arise about your submission that you may be able to resolve during the meeting. If you can’t attend, PRB Support Staff staff will follow-up with you after the meeting.
• If there are outstanding questions or issues that need resolved, PRB Support Staff will communicate with you regarding them. You will have 1-2 weeks to work with staff in resolving those issues and return the updated/edited RDA.
•  Completed RDAs are then presented to the PRB at its quarterly meeting. The PRB votes on approval of the submitted RDAs. If there are any last minute issues that arise during this meeting, or an agency failed to resolve any issues of their submission, those schedules will be held and placed into the next quarterly cycle.

The approved RDAs are sent to the State Archivist for their signature and then to the PRB Executive Secretary for their signature. Once those signatures are secured, approval letters and copies of the RDA(s) will be sent to you. The originals are maintained for the PRB by the Executive Secretary at the State Records Center.