{"id":1402,"date":"2024-12-13T16:13:01","date_gmt":"2024-12-13T22:13:01","guid":{"rendered":"https:\/\/uwm.edu\/hr\/?page_id=1402"},"modified":"2026-04-06T11:36:27","modified_gmt":"2026-04-06T16:36:27","slug":"hr-related-shadow-and-supplemental-systems","status":"publish","type":"page","link":"https:\/\/uwm.edu\/hr\/analytics-and-systems\/records-management\/hr-related-shadow-and-supplemental-systems\/","title":{"rendered":"HR Related Shadow and Supplemental Systems"},"content":{"rendered":"\n
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Administrators of 51ÁÔÆæ HR related shadow and supplemental systems are reminded that the data contained within these systems are public records per Wisconsin\u2019s Public Records Law, Wis. Stat. 16.61.<\/p>\n\n\n\n

Wisconsin\u2019s Statutes make it clear that administrators are responsible for proper management, retention, and disposition of these records, including ensuring the continued authenticity and accessibility of electronic records, and managing data security.<\/p>\n\n\n\n

Additionally, these records may also be subject to Wis. Stat. 19.31-19.39 (Open Records Law), which allows residents of Wisconsin to request access to public records, and which requires public agencies to provide that access in a timely manner. Inability to provide access to public records may bring legal or financial penalties to the University.<\/p>\n<\/div>\n\n\n\n

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Shadow Systems<\/h2>\n\n\n\n
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\u201cShadow Systems\u201d are non-UW System applications, which extract data from UWS common systems, but are not intended as the \u201cofficial system of record.\u201d As a result, these systems\u2019 data are generally considered \u201cconvenience copies\u201d for the purposes of open records requests; administrators may usually refer requestors to the main Workday system.<\/p>\n\n\n\n

It is important to note that even if data in shadow systems are \u201cout-of-synchronization\u201d with the data in Workday, system administrators may still be responsible for producing accurate records and reports on the data as represented in their system. Additionally, confidentiality and data security requirements still apply to records contained within shadow systems.<\/p>\n\n\n\n

It is recommended that shadow systems be made fully compatible with Workday as early as is reasonably possible, to mitigate potential security or records access issues that may arise.<\/p>\n<\/div>\n\n\n\n

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Supplemental Systems<\/h2>\n\n\n\n
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A \u201cSupplemental System\u201d is a locally-supported application or process which is dependent upon a common system-of-record as a data-source, but which also performs additional \u201cvalue-added\u201d creation, augmentation or modification of that data, to add important context or decision-supporting information, beyond what is held in the common system.<\/p>\n\n\n\n

Supplemental systems\u2019 data are considered to be public records for the purposes of open records requests; administrators are responsible for management of, providing access to, and appropriate protection and disposition of records held within these systems.<\/p>\n\n\n\n

These records may or may not already be associated with a \u201cRecords Retention and Disposition Authority (RRDA),\u201d also known as \u201crecords schedules,\u201d which provides retention guidance and legally sanctions the destruction or archiving of records at the end of their active life, as appropriate.<\/p>\n\n\n\n

If no records schedule exists, system administrators should work with 51ÁÔÆæ Records Management to develop and approve an appropriate RRDA. The Wisconsin Public Records board approves new RRDAs 4 times per year. For a partial list of active 51ÁÔÆæ RRDAs, see:<\/p>\n\n\n\n