News Items of Interest to ARMS

B134 Memorial Library
728 State Street
Madison, WI 53706-1494
Phone (608) 262-5629
FAX (608) 265-2754
E-mail:University Archives

Last updated:
December 5, 2001.

Originally published:
prior to 2001

Winter 2001

Records Management

Primer on Administrative Rule 12

New ARMS Bulletin Coming Soon

Student Records Project

New Wisconsin Department of E Government

Records Schedules

Archives

World War I UW Service Flag Expected

The Mazomanie Historical Society recently found a large (at least 20 x 20 feet) service flag with over 2500 stars sewn on it. Because of the large number of stars they know it does not represent Mazomanie service people. They contacted the Archives' super reference detective Cathy Jacob who determined the names matched UW service people. Details of the transfer are pending.

Furniture on order for Reading Room

The Reading Room in B134 Memorial Library will soon have a new look. A formal reference desk is on order. The reference desk will be located near the entrance to the Archives. The reference attendant will assist researchers with signing in and with reference questions.

Archivist search closed

The search for the University Archivist has been closed with no candidate being hired. The search will be reopened at a later date.

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:

Basic Search

Author browse
- University of Wisconsin Madison Archives (for all records)
- Author name, last name first
- University of Wisconsin Dept. name (records prior to 1971)
- University of Wisconsin--Madison Dept. name (post-1971)
Journal Title (omit initial articles)
Keyword: name of your topic or department or person

The following records groups have been cataloged:

Record Group 1: Board of Regents
Record Group 4: Chancellors and Presidents
Record Group 5: Faculty Governance
Record Group 6: Graduate School
Record Group 8: College of Engineering
Record Group 24: Business Service
Record Group 26: Wisconsin Union
Record Group 29: News Service
Record Group 31: Industrial Relations Research Association
Record Group 33: State Geologist
Record Group 34: Forest Products Laboratory
Record Group 42: UW Colleges (formerly called UW Centers)
Record Group 53: Recreational Sports
Record Group 54: Outreach Development

The following record groups are partially cataloged:

Record Group 7: College of Letters & Science, Dean's Office through 7/16 Dept. of History
Record Group 20: Student Life
Record Group 40: UW System

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Records Management

Primer on Administrative Rule 12

A year ago, the Wisconsin Legislature approved a new administrative rule on electronic records management. It took effect on May 1, 2001. The Rule outlines basic record keeping requirements for Stage agencies and local government entities that determine to maintain their official public records in electronic format only. The Primer provides some base guidance for the implementation of the new rule. It is available online at http://enterprise.state.wi.us/static/erecords/Primer.htm University Archives and Records Management Service has also created an FAQ on the new rule, available at http://www.library.wisc.edu/libraries/Archives/faq/faq.htm

New ARMS Bulletin Coming Soon

Many campus departments are asking whether CDs are appropriate for the storage of records. This Best Practices documents will discuss the issues surrounding the use of this storage medium and provide recommendations to campus departments.

Student Records Project

During the spring semester 2002, a new project to review current retention policies and practices relating to the management of student records will be undertaken at UW Madison. The goal of the project is to develop a new base campus wide retention policy. Many of the campus retention schedules in the student records area sunset a few years ago, but it was determined not to tackle this issue because of ISIS (PeopleSoft). It was hoped that records issues would have been incorporated into the implementation planning for ISIS, but they were not. Now, with ISIS implemented, records keeping issues need to be addressed.

New Wisconsin Department of E Goverment

The new Wisconsin Department of E Government is in its formative stage. As part of the initial efforts of the new department an information architecture will be developed. This architecture will address a number of electronic records related issues.

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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