Submitting Records to the State Records Center
On this page, we will help outline the New Procedure in submitting records to the State Records Center, answer some Questions you might have, and provide a list of Contacts to help you successfully transition to this new method of transferring records. In addition, we have all of the Workshop Materials presented at the Records Management 108 workshop on this topic.
NEW PROCEDURE
Effective July 1, 2007, all university departments will need to use the online records inventory system, Versatile, to submit boxes to the State Records Center. This online-based records inventory system will dramatically change (and improve) the way users interact with their records at the State Records Center. It will completely replace the former method of submitting the transmittal form to the State Records Center.
Below are two presentations that Harold Coltharp from the State Records Center used for the recent Records Management 108: Off-Site Storage and the State Records Center workshop held on campus. (These presentations are in Adobe PDF format.)
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How to Enter New Boxes
( PDF) |
How to Search and Request Boxes
( PDF) |
This presentation will guide you through submitting new box inventory using Versatile. |
This presentation outlines the method of searching and requesting boxes using Versatile. |
Versatile Web
Versatile can be accessed through the State Records Center's Wisconsin State Records Center Customer Order Processing website Versatile website.
More information on Versatile can be found on the website. All other information can be found on the State Records Center website.
If you have questions with Versatile or how this change will affect your department, please contact Harold Coltharp using the contact information below.
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QUESTIONS
Below we have listed a few questions you might have with this new procedure and what the State Records Center offers university departments.
What are the differences between the State Records Center and the University Archives and Records Management Services?
While it acts as the liaison between campus departments and the State Records Center, the University Archives and Records Management Services does not itself accept inactive records for short-term storage. Many campus offices make the mistake of thinking that the Records Center and the University Archives are one and the same. In fact, the Records Center is a separate, off-campus, state facility that offers inactive records storage not only to the University of Wisconsin but to many other state agencies.
The University Archives and Records Management Services helps departments create records schedules and sets up the initial contact between departments and the State Records Center. Once your records are at the State Records Center, you need to contact them to schedule pickup or destruction.
For information about storing inactive records at the State Record Center, please consult A User's Guide to Off-Site Storage.
Am I a registered user of the State Records Center?
If you do not know if you are a State Records Center user, please contact Jessica Fairchild or Nancy Kunde (contact information below).
How can I start using the State Records Center new online inventory system?
Contact Jessica Fairchild or Nancy Kunde (contact information below) to request login information. It is important to note that The University Archives and Records Management Services does not generate the login and password to the online inventory system but requests the information from the State Records Center. Once your request has been received, you should receive an email within one to two business days from the State Record Center staff with your login and password.
To expedite your request, please be sure to include the following information in your email or phone call:
Name of user
UDDS
Division
Department
Mailing Address
Phone
Email
Whether you are already a State Records Center User
Can you help me with Versatile, the online records inventory system of the State Records Center?
You have to speak to Harold Coltharp (contact information below) at the State Records Center for any troubleshooting questions. Because we do not administer this software, the University Archives and Records Management Services staff cannot help users in this capacity.
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CONTACTS
Use the contacts below to help address any of your questions and concerns.
Harold Coltharp, State Records Center
harold.coltharp@wisconsin.gov
608-266-2770 |
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Jessica Fairchild , Project Assistant
jfairchild@library.wisc.edu
265-9287 |
Kathy Gerke , State Records Center
kathleen.gerke@wisconsin.gov,
608-266-2995
*Kathy can assist with Versatile login issues for existing users during the position vacancy. |
Nancy Kunde, University Records Officer
nkunde@library.wisc.edu
262-3284 |
| Harold will assist existing State Records Center users with troubleshooting Versatile. |
The University Archives and Records Management Services office assists departments in creating records schedules and authorizing new university users of the State Records Center. |
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WORKSHOP MATERIALS
These materials were distributed to all attendees of the Records Management 108: Off-Site Storage and the State Records Center workshop held on May 16 (we are planning another workshop soon).
- Off-Site Records Storage Presentation (PDF)
This presentation provides information on the questions and concerns over the off-site storage of university records.
- Off-Site Records Storage Bulletin (PDF)
This bulletins outlines some the basic considerations in selecting a storage vendor.
- Records Disposition & Destruction Bulletin (PDF)
This bulletin provides guidelines for university departments concerning best practices for the disposal and destruction of records.
- State Records Center Rates for FY 2007 (HTML)
This listing details the State Records Center rates for the storage of materials.
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