Wisconsin Administrative Code Public Records Board
Here’s a comprehensive overview of the Wisconsin Public Records Board (PRB) and its role within the Administrative Code:
📚 Statutory Authority & Responsibilities
Wis. Stat. § 16.61 et seq. establishes the Public Records Board, charging it with:
Preserving important state records.
Approving records retention schedules (valid up to 10 years).
Authorizing the disposition (destruction or transfer) of state records.
(wisconsinhistory.org, publicrecordsboard.wi.gov)
🧾 Administrative Code – Key Chapters
Chapter Adm 12: Electronic Records Management
Sets standards for agencies (state, county, municipal, UW System) maintaining records exclusively in electronic formats.
Requires records to remain accessible, accurate, authentic, reliable, legible, and readable throughout their lifecycle.
Provisions cover:
Documenting policies and responsibilities.
Ensuring proper access control and record integrity.
System capabilities for reproduction, purge, export, and metadata linkages.
Ability to mask confidential content and handle retention schedules.
(doa.wi.gov)
Chapter PR 1: Microfilm Standards
Governs photographic (microfilm/scanning) of non-permanent public records.
Requires:
Authorization by PRB under Wis. Stat. § 16.61(8).
Notations of agency, authorization number, date, and operator on film.
Uniform filing, certification requirements, and retention of originals until PRB approval for destruction.
(regulations.justia.com)
🔧 PRB Governance & Guidance
PRB works with agencies on policy, training, and resources—offering general records schedules (GRSs), approval processes, and best practices.
They also issue forms and guidelines for retention schedules (RDAs), electronic record management, contractor use, etc.
(publicrecordsboard.wi.gov, publicrecordsboard.wi.gov)
✅ Summary Table
Code Chapter
Focus Area
Highlights
Adm 12
Electronic records lifecycle
Standards on authenticity, export, purge, access, and metadata
PR 1
Microfilm standards for non-permanent records
Requirements for photographic reproduction and PRB authorization
🗂️ How It Works in Practice
Electronic Records (Adm 12)
Agencies choosing to preserve records digitally must follow Adm 12 standards—covering storage, system capability, access, metadata, security, retention, and exportability.
Photographic/Microfilm Conversion (PR 1)
Non-permanent records may be photographed per PRB authorization. Agencies must follow specified procedures, retain originals until destruction is approved, and comply with filing standards.
Retention Schedules & Disposal
Agencies submit RDAs/GRSs for PRB approval. Once approved, schedules govern retention; disposal must be PRB-authorized.
(publicrecordsboard.wi.gov, regulations.justia.com, doa.wi.gov, regulations.justia.com)
🛠️ Resources & Next Steps
Official Admin Code Chapters:
Adm 12 — electronic record standards
PR 1 — microfilming rules
(Available via docs.legis.wisconsin.gov)
Forms & Policies:
Electronic Records Statement of Intent, RDA Extension, microfilm authorizations, contractor compliance forms.
Guidance Documents:
Checklists, best-practices for electronic records, contractor use guidance.
PRB Website:
Meeting schedules, committee info, policy updates, GRS library.
(wisdoj.gov, regulations.justia.com, publicrecordsboard.wi.gov, publicrecordsboard.wi.gov, doa.wi.gov)
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