UW ARMS News Summer 2001

The following collections are now held at the Steenbock facility rather than in Memorial Library.

Cataloging Update

Cathy Jacob, Program Assistant, is in the process of cataloging the holdings and entering these records into MadCat, the online library catalog for the University. It is hoped that this project will allow greater patron access to the Archives' holdings. Currently, the best way to conduct research in the Archives is to utilize one of the many finding aids available, and/or to consult with the Archives staff. Due to the staffing constraints of the Archives, the cataloging project is not expected to be completed for quite some time. However, new records are available to researchers as soon as they are entered, so doing a search in MadCat now will bring up all of the things that have so far been entered. To find the records in MadCat, search by:

Volunteer Appreciation

The Archives wishes to thank our two volunteers, Gene Dewey and Ruth Sanderson. Gene works at the Steenbock repository organizing and identifying photographs. Ruth works at the main office in Memorial Library. She does research for reference inquiries, creates vertical files, processes collections and many other tasks. Gene and Ruth add a great deal to the Archives program. We appreciate their valuable service.

Records Management

Classified Personnel Schedule and Guide on web site

An Implementation Guide for the Statewide Classified Personnel Records General Schedule is now available on the ARMS website, along with excerpts from the schedule. The Guide addresses records created by various personnel processes from recruitment and hiring to termination. University offices responsible for maintaining classified personnel records are encouraged to review and implement the recommendations in the Guide. It is not necessary to seek authorization from ARMS to carry out the recommendations in the Guide.

Workshops for 2001-2002

ARMS hopes to offer a new workshop in August that will present basic records management issues as well as provide an overview of the Archives and discuss the resources and services available through ARMS. More detailed information will be available on the workshop portion of our web site as the workshop is developed.

As the campus looks ahead to the 2001-2002 school year, ARMS will be developing a workshop schedule. Ideas for workshops are always welcome! Please send any ideas to recmgmt@library.wisc.edu

Electronic Records Management Administrative Rule

On December 1, 2000, the Legislature adopted a new administrative rule on electronic records management. It requires State and Local government agencies to meet certain requirements if they maintain their public records in electronic format only. This rule will greatly impact records and records keeping. It is strongly recommended that University departments become familiar with the provisions of the rule.

The University Archives and Records Management office will be putting an FAQ on its web site in the near future. A primer about the new rule is also available. The first portion of the primer can be located on the WIRC web site.

A PDF version of the administrative rule text can be found through the Legislature's web site. http://www.legis.state.wi.us/rsb/code/adm/adm012.pdf

Wisconsin Information Resources Council (WIRC)

Privacy has emerged as a leading issue in both the public and private sectors as programs and functions move to increasing use of the Internet. WIRC recently offered a program on privacy, and the PowerPoint slides from this program as well as other documents can be found on WIRC's web site.

Also on WIRC's web site is the schedule of upcoming meetings as well as a variety of links. WIRC's home page is located at http://enterprise.state.wi.us/static/WIRC/Default.htm

Deadlines and Campus Records Review Group

The next deadline for submitting RDAs for approval is August 24, 2001. Please note that in order to ensure consideration at the next Campus Records Review Group meeting, the final signed copies of RDAs need to be received by this date. Since the final cover pages originate with ARMS and must be signed and returned to our office, please send drafts to us as soon as possible.

Records Schedules

Campus offices are reminded of the importance of having an up-to-date records retention schedule. The schedule provides a way to document a department's informational resources and permit their orderly management and disposition (including preservation of those items having long term or research value to the University). If you have questions about records scheduling, please contact our office at 262-3284 or via email recmgmt@library.wisc.edu.

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