UW System Parking and Transportation Records Schedules

University of Wisconsin System Parking and Transportation Records Schedules

Record Series # Record Series Title Record Series Description

Retention

Event (EVT)

Retention Period Disposition PII Confidential Sunset Date Superseded

W0000250

Campus Transportation and

Parking Customer Records

This series consists of campus transportation customer records pertaining to the regulation

of parking on campus as a regular service or on a temporary basis. Records may include

the purchase of annual bus passes and customer information collected by campus-

provided/funded transit services such as safe rides/sharing and local campus shuttles. A

customer can be staff, student, or the public. Inactive status may vary between UW

campuses depending on local policies, but is a combination of years since last use and no

outstanding fees greater than a campus-determined threshold remaining on a customer's

account.

Records include, but are not limited to, customer personal information, vehicle information,

payroll deduction information, parking assignments, parking citations/associated images,

and appeals.

Date Customer Record

Becomes Inactive

EVT + 6 years Destroy Confidential

No August 2032

UWPP102 - Parking Permit Registration Forms

UWPP103 - Parking Citations

UWPP104 - Parking Citation Appeals

UWPP105 - Parking Wait Lists

FPM00650 - Parking Permit Assignments/Bus Passes

(Madison)

FPM00660 - Parking Permit Renewal Forms (Madison)

FPM00670 - Applications: Parking Permits - A) "Wait

List" B) Parking Permit Application Receipts (Madison)

FPM00680 - Payroll Adjustments - Bus Passes,

Permits, Citation Payments (Madison)

FPM00690 - Parking Citations and Related Records

(Madison)

W0000251

Routine License Plate

Recognition (LPR) Reads

License Plate Recognition reads (LPRs) are broadly collected by LPR mobile cameras on

transportation parking enforcement vehicles and Automated License Plate Readers (ALPR)

stationary cameras at garage entrances and exits. There is no PII associated with the

reads.

Records in this series are transportation-related "non-event" LPR reads that are not needed

for parking citations or enforcement activities and include photos of the license plate and

surrounding area for context and text records of the license plate itself.

This series does not include general surveillance of lots, docks, ramps, streets, alleys, and

other campus thoroughfares which are covered by other RDAs.

Date Collected EVT + 1 month Destroy No No August 2032

W0000252

Event License Plate

Recognition (LPR) Reads

License Plate Recognition reads (LPRs) are broadly collected by LPR mobile cameras on

transportation parking enforcement vehicles and Automated License Plate Readers (ALPR)

stationary cameras at garage entrances and exits. There is no PII associated with the

reads.

Records in this series are transportation-related "event" LPR reads that may be needed for

parking citations or enforcement activities and include photos of the license plate and

surrounding area for context and text records of the license plate itself.

Some event LPRs may be moved to the customer record and follow that record schedule.

Date Collected EVT + 1 year Destroy No No August 2032

W0000253

Parking Permits - Lost,

Stolen, or Returned Forms

This series consists of forms that are received by the Transportation Office for permits that

are declared lost/stolen or are returned by a customer. These forms are retained until the

information is entered into the parking management system at which point it becomes part

of the customer record.

Date Entered

EVT + 1 month Destroy Confidential

No August 2032

FPM00730 - Parking Permits - Lost or Stolen Reports

(Madison)

W0000254

Returned, Exchanged, or

Voided Parking Hang Tags

and Permits

This series contains the physical hang tags or permits which are produced, but never used,

for general campus use, special events, or are returned when a customer no longer

requires parking services or exchanges their permit for one that provides a different type of

parking service. This may also include returned or voided hang tags from special events.

The hang tags are kept to document that all parking hang tags and permits are accounted

for during the audit process.

Fiscal Year

EVT + 3 years Destroy No No August 2032

FPM00077 - Unused Parking Hang Tags or Permits

(Madison)

W0000255

Validated Payment System

Tickets - Paid by Third Party

Validated parking system tickets may be provided to visitors by campus departments or

hospitals. The validated tickets are source documentation for Transportation Services to bill

the resulting parking costs back to the issuing department or hospital.

Fiscal Year EVT + 6 years Destroy No No August 2032

FPM00760 - Validated or Paid Parking Tickets

(Madison)

W0000256

Payment System Tickets -

Paid by Customer

This series contains daily validated parking system tickets that are paid directly by the

customer and received by staff at point of sale or entered into self-serve kiosks when exiting

a parking facility.

Date Paid EVT + 6 months Destroy No No August 2032

W0000257

Impound Record/Tow

Receipt

This series contains records submitted to Transportation Services by towing companies

providing campus services.

Records include, but are not limited to, tow company receipts and documentation submitted

by the tow company stating any damage to the vehicle prior to towing.

Date Received EVT + 6 years Destroy Confidential

No August 2032 FPM00700 - Impound Records/Tow Receipts (Madison)

W0000258

Transportation Services

Incident Reports

This series consists of reports submitted directly to Transportation Services regarding

incidents that occurred in the spaces under their management such as lost or damaged

property.

Records include, but are not limited to, correspondence and photos. This series only applies

to incidents that are not reported to campus police.

Date Received EVT + 3 years Destroy Confidential

No August 2032 FPM00710 - Incident Reports (Madison)