Procedure for Making Requests

Public Notice: Access to Public Records

SWIB’s Chief Legal Counsel and Senior Legal Counsels are SWIB’s legal custodians of SWIB’s records.

 

Requests for access to public records should be directed to:

Records Specialist

State of Wisconsin Investment Board

P.O. Box 7842

Madison, WI 53707-7842

OpenRecordsRequests@swib.state.wi.us

608-266-2381 please ask for the Records Specialist

 

Staff will be available to accept requests during SWIB’s normal office hours of 8:30 a.m. to 4:30 p.m., Monday through Friday. Requests may be made orally or in writing, and must be reasonably specific as to subject matter or time period.  While not required, it is preferable that a request be made in writing. This reduces confusion or misunderstandings and expedites processing. At times, the custodians may require that a request be made in writing if request is complex or to confirm the scope of the request.  

 

As soon as practicable and without delay, the custodian will either notify you of the availability of the records requested, whether any records exist, or deny the request in whole or in part. The time it takes the custodian to respond to the request will depend on factors including the nature and extent of the request and the availability of staff and other resources necessary to process the request. (1)

 

Fees

SWIB may charge the actual, necessary, and direct cost of reproducing a record. When the request calls for a copy of a record, and the record can be photocopied, SWIB may charge its standard fee of $.15 per printed page. SWIB may charge a $.07 per-page fee for converting paper records to electronic format. If records are provided on a CD or DVD, SWIB may charge $.14 per disc. When requested and whenever practicable, SWIB will provide electronic copies of records that already exist (2) in electronic format without charging reproduction fees on a per-page basis. However, if the record requested is not in a readily comprehensible form (e.g. computer file, database entry), SWIB may charge the actual cost of creating a readily comprehensible copy. SWIB will not charge for the cost of reviewing records for possible redaction or removal of confidential information.

 

SWIB may charge the actual, necessary, and direct costs of locating the records if it exceeds $50. Any staff time for locating records will be billed at the hourly rate of salary for the lowest-paid employee capable of performing the task. The hourly rate charged for locating records may also include the cost of benefits, but will not exceed $45 per hour. If the records are mailed or shipped to the requester, SWIB may charge the actual, necessary and direct mailing or shipping cost. SWIB may request pre-payment if the total costs are greater than $5.

 

Media Inquiries should be directed to SWIB’s Director of Communications, Shannon Gannon at 608-266-9742.

 

Footnotes:

1. Reasonable Specificity: The request must be reasonably specific as to the subject matter and relevant time period.​​

• A records custodian may not deny a request solely because the records custodian believes that the request could be narrowed or may result in generation of a large volume of records.

• A records custodian may contact a requester to clarify the scope of a request.

2. Requirements of the public records law apply to records that exist at the time a public records request is made.