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Records Retention Schedule
Updated 2.2024
Records Retention Best Practices
Records MUST be destroyed confidentially at the end of the schedules listed below. Shredding at a county office is acceptable.
One copy (digital or paper) must be retained according to the schedules below. Additional copies may be destroyed immediately.
Paper documents may be scanned and stored in secure electronic filing systems. Paper copies may then be destroyed.
This guidance has been pulled from the UW-Madison Youth Activities and Protection Records Schedules and UW-Madison Extension Records Schedules.
Staff Only: For additional records retention information, please see the Extension Handbook.
Enrollment Forms
| Schedule Number | Description | Format | Custodian | Retention Time Period |
| W0000303 | 4-H Member Enrollment Forms including Code of Conduct and Assumption of Risk | 4-H Online | State Office | Creation + 7 Years |
| A0001963 | 4-H Volunteer Enrollment including Behavior Expectations | 4-H Online | State Office | Date Volunteer Becomes Inactive + 7 Years |
| W0000305 | Health Forms | 4-H Online | State Office | Date Activity Ends + 3 Years |
| W0000305 | Health Forms | Paper or Digital Form | County Office | Date Activity Ends + 3 Years |
| W0000303 | Media Release Form | 4-H Online | State Office | Creation Year + 7 Years |
| W0000303 | Media Release Form | Paper Form or Digital Form | County Office | Creation Year + 7 Years |
County & Club Activities
| Schedule Number | Description | Format | Custodian | Retention Time Period |
| W0000303 | County 4-H/CYD Program Registration Forms | 4-H Online | State Office | Creation Year + 7 Years |
| W0000303 | County 4-H/CYD Program Registration Forms | Paper or Digital Form | County Office | Creation Year + 7 Years |
| W0000306 | Health/Medical Logs for County Programs | Paper or Digital Form | County Office | Date Activity Ends + 3 Years |
| W0000303 | 4-H Club/Group Attendance Records and Meeting Minutes | Paper or Digital Form | County Office | Creation Year + 7 Years |
| A0001951 | 4-H Membership Lists Information (includes member’s name, birth date, contact information, parent/guardian names, demographic information, and accommodation requests) | Paper or Digital Form | County Office | Creation Year + 15 years |
| W0000307 | Incident Reports (Accidents and Injuries) | Paper or Digital Form | County Office | Date Incident Resolved + 7 Years |
| W0000303 A0001963 | Behavior Concerns Report (Member & Volunteer) | Paper or Digital Form | County Office | Date Incident Resolved + 7 Years |
State Activities
| Schedule Number | Description | Format | Custodian | Retention Time Period |
| W0000303 | State 4-H/CYD Program Registration Forms | 4-H Online | State Office | Creation Year + 7 Years |
| W0000306 | Health/Medical Logs for State Programs | 4-H Online | State Office | Date Activity Ends + 3 Years |
| W0000307 | Incident Reports (Accidents and Injuries) | Paper or Digital Form | State Office | Date Incident Resolved + 7 Years |
| W0000303 A0001963 | Behavior Concerns Report (Member & Volunteer) | Paper or Digital Form | State Office | Date Incident Resolved + 7 Years |
Administrative Documents
| Schedule Number | Description | Format | Custodian | Retention Time Period |
| A0001950 | 4-H Charter Applications | Digital Format | State Office | Creation Year + 7 Years |
| A0001950 | 4-H Annual Financial Reports (AFRs) | Digital Format | State Office | Creation Year + 7 Years |
| FLEET020 | Driver Authorization Forms | Paper or Digital Format | DOA Fleet Database (Staff may destroy immediately after submission) | Event + 1 year |
