Resource Center

Forms

Records Inventories: The records inventory forms were designed by ARMS to assist you in conducting an inventory of your records. Although these inventories may be helpful in writing retention schedules, their use is not required. You may simply use the RDA form listed below. For a more detailed discussion about preparing a records inventory, see "Information Resources Inventory".

  • Records Inventory Worksheet (UWA-4) (MS Word)   (Excel)
  • Electronic Information Resources Inventory (IWA-5) (MS Word)

Records Disposition Authorization (RDA): The RDA is used to schedule departmental records. Use this form to submit an application for a new RDA. We will review your application and contact you for further information. Please note: the draft watermark should remain in the document until a final version has been developed.


Sending Records to the State Records Center: To transfer records to the State Records Center for storage, departments must use Versatile, an online records inventory system. For more information about transferring records to the State Records Center, review the topic "How do I use the State Records Center?".


Transferring records to the University Archives: This form should be used when transferring records to the University Archives. For a more detailed discussion about this process, review the step-by-step guide. If you are unsure whether you should send records to the State Records Center or the University Archives, be sure to read our FAQ highlighting the differences between the two repositories.


Frequently Asked Questions

How do I get the required forms and boxes?

Boxes may be purchased from MDS and are available in three sizes. The most widely used box size is 10x15x12. Forms are located on this page under the topic of "Forms."

How should I label the boxes?

Using a marker, label each box with title, dates, and a succinct description of contents, usually no longer than a few words. The information listed on the box should match the information entered into Versatile and the contents of the box. Only one series may be placed within a box.

How does the records process work?

The records process involves the creation of a retention schedule or RDA that is approved by the Campus Records Review Group and the Public Records Board. An overview of the records process may found on our website under "How does my RDA get approved?. "

Who is the records management liaison for my department?

Each department on campus that has worked with Records Management and has sent records to the State Records Center has a liaison with Records Management. This person is our main contact with the department.

A liaison is important for departments that send records to the State Records Center. The liaison must register with Records Management in order to begin using the State Records Center. Any records sent to the State Records Center must be registered with a Records Retention/Disposition Authorization (RDA). To find out more about RDAs, please visit the "Records Schedules" section of our website.

If the records liaison for the department is unknown contact us and we would be happy to check our database for the latest listing.

Is off-site storage available?

Yes, off-site storage is available. Detailed information may be found on our website under "Records Storage & Disposition."

How do I get access to Versatile, the State Records Center inventory management software?

To become an authorized user of the SRC, simply email us with the following information:

  • Name of user
  • UDDS
  • Division
  • Department
  • Mailing Address
  • Phone
  • Email

How do I send or retrieve boxes from the State Records Center?

To access the services of the SRC, an office must have an approved records schedule, also known as an RDA, or be using a general records schedule. Detailed information about sending and retrieving boxes is available on our website under "Records Storage & Disposition."

What is the contact information for the State Records Center?

  • For operational questions regarding inventory, reports, service requests, etc., please contact Larry Stanczyk larry.stanczyk@wisconsin.gov, 608/264-9506.
  • For questions regarding Versatile Web issues, contact Harold Coltharp harold.coltharp@wisconsin.gov at 608/266-2770.

  • For general questions about the State Records Center, contact:

    4622 University Avenue
    Madison, WI 53702
    608/266-2995 or 608/266-8815
    FAX 608/266-5050

  • However, if you have questions about retention schedules and other campus-related issues, please contact the University Archives and Records Management Services:

    608/265-9287
    recmgmt@library.wisc.edu

Is there a glossary defining records management terminology?

Yes, a glossary of terms is available under "Glossary" on this page.

Is there a confidential shredding service available?

Confidential shredding is available. We have an agreement with the State Records Center to provide this service to departments. Contact the State Records Center for more information.

If your require on-site shredding for large amounts of records, another option is Pellitteri. They take most media and provide a method to witness destruction. Another company to consider is Shred-it.

Please note that if the anticipated cost for services will be over $25,000 then the department must complete the bid process through the normal channels.

What is the difference between a department schedule and a general records schedule?

General records schedules set retention policies for records common to all offices across the organization; whereas, a departmental schedule sets retention policies for records that are specific to a department or unit.

What is the difference between the State Records Center and the University Archives?

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 Archives, while it acts as the liaison between campus departments and the State Records Center, does not itself accept inactive records for short-term storage.

State Record Center:

  • Fee-supported service operated by the Department of Administration
  • Primarily used by departments for inactive records storage
  • Departments retain legal custody of the records
  • Provides pick up and delivery services

University Archives:

  • Special library within the General Library System of UW-Madison; preserves University records and information of permanent historical value
  • Primarily used by campus offices, researchers, and students
  • Legal and physical custody of the records are transferred to the UW Archives
  • Provides reference support, but offices must perform research on site

Glossary of Records Management Terms

Active Records. Records which are used in an office at least once per month.

Administrative Value. The usefulness of records to the office of origin for carrying out its day-to-day activities.

Appraisal. The evaluation of records to determine their value and proper disposition.

Archives. An area utilized for storage of inactive records, manuscripts, papers, and memorabilia which are retained permanently for historical, legal, research, or social reasons. Also, the agency responsible for selecting, preserving, and making available non-current records with long-term value.

Disposition. The final state in a record's life cycle, involving either:

  • destruction
  • transfer to inactive storage with destruction at a specified later date
  • transfer to the University Archives for permanent preservation

Document. Recorded information regardless of form or medium.

Evidential Value. The usefulness of records as the primary or legal evidence of an organization's authority, functions, operations, transactions, and basic decisions and procedures.

Family Educational Rights and Privacy Act. Also known as FERPA or the Buckley Amendment. The Act provides students with the right to inspect and review their education records; insures that in most instances the contents of education records may not be disclosed without the student's consent; and permits students to request the modification of inaccurate or otherwise inappropriate education records.

Filing. The process of sorting and arranging, classifying or categorizing,and storing records so that they may be retrieved rapidly when needed.

Filing System. A planned arrangement of records designed to satisfy the reference needs of the people who use them. The classification scheme which structures records so that they are readily accessible and complete.

Fiscal Value. The usefulness of records for information about the financial transactions and obligations of an organization.

Historical Value.The usefulness of records for historical research concerning an organization's functions and development, or for information about persons, places, or events.

Inactive Records. Records used in an office less than once a year.

Informational Value. Factual data about the persons, events, problems, and conditions of the record creator, and which may be useful for historical research or other studies.

Intellectual Control. A series of measures, such as box and folder inventories, card catalog entries, and indexes that enable users of records to find the information they need.

Legal Value. The usefulness of records to contain evidence of legally enforceable rights or obligations of the government or private persons.

Lifecycle. The theory that the paperwork of an institution goes through distinct phases: records are created, used for some purpose, stored or filed for future reference, evaluated, and eventually disposed of or transferred to an archives for permanent retention.

Non-record. Stocks of printed or reproduced documents kept for supply purposes where file copies have been retained for record purposes;

  • books, periodicals, newspapers, or other library materials preserved solely for reference purposes;
  • preliminary drafts or computations, worksheets, and informal notes which do not represent significant steps in the preparation of a record document;
  • duplicate copies of documents preserved only for convenience; materials not filed as evidence of departmental operations or for their informational value;
  • or personal materials which are the property of the custodian and which have no relation to official duties.

Office of Origin. The office in which a given record or record series was originally created or accumulated. 

Official Copy. A record which is not duplicated elsewhere, or the designated record copy of duplicated and dispersed materials. 

Open Records. Records of all governmental agencies, including the University of Wisconsin-Madison, fall under Chapter 335, Wisconsin Open Records Law. The presumption of the law is that all public records are accessible except as exempted. 

Public Records. According to Wisconsin Statutes 16.61, "means all books, papers, maps, photographs, films, recordings, or other documentary materials or any copy thereof, regardless of physical form or characteristics, made or received by any agency of the state or its officers or employees in connection with the transaction of public business..."

Public Records Board (PRB). The policymaking body for public records management, which consists of the Governor; the State Historical Society Director; the Attorney General; the State Auditor; a newspaper and a small business representative appointed by the Governor; and the Executive Secretary of the Legislative Council; or their designated representatives.

Its charge is to preserve for permanent use important state records,to provide for the orderly disposition of other state records, and to rationalize and make more cost effective the management of forms and records by state agencies. The Board reviews and must approve all University of Wisconsin-Madison retention schedules, without which no records may be destroyed. Meets quarterly.

Records Inventory. An identification and evaluation of the records possessed by an office for the purpose of creating a retention schedule.

Records Retention/Disposition Authorization (RDA). The RDA is the form used to secure approval for the disposition of all public records. It outlines how long records are to be maintained and their disposition after a retention period has ended. By law, RDAs have to be submitted one year after each records series has been received or created. After 10 years, the RDA sunsets, and a new one must be resubmitted for Public Records and Forms Board approval.

Records Schedule. The timetable and description of a records series' lifecycle, including instructions for disposition. In Wisconsin State government, the retention schedule takes the form of the Records Retention/Disposition Authorization (RDA).

Records Series. A group of related records or documents that are normally used and filed as a unit because they result from the same activity or function or have some relationship arising from their creation, receipt, etc.; and that permit evaluation as a unit for retention scheduling purposes.

Research Value. The usefulness of records for research by the government, business, private organizations, individuals, and scholars.

Retention. The process of holding documents for use.

Retention Period. The length of time an office must keep particular records. This is usually expressed in terms of years, months, days and may be contingent upon an event or specification.

Retrieval. The process of locating and withdrawing documents and delivering them for use.

Scheduling. The process of analyzing and appraising the value of a given set of records, and then preparing a retention schedule showing the disposition of the records.

Sunset Requirement. By Statute, Records Retention/Disposition Authorizations (RDAs) expire after a period of 10 years from the date of their original approval by the Public Records and Forms Board. The purpose of the sunset requirement is to force periodic re-evaluation of records, and to reflect changed administrative needs, improved filing practices, and amended laws.

Transfer. The movement of records from one custodian to another. Usually moving records from active or semi-active office files to off-site storage or to the University Archives.

Tutorials

UW System Public Records Management and the University of Wisconsin Records Officer Council have created desktop training sessions to help UW faculty and staff manage records effectively and efficiently. For a complete listing of available online tutorials, please visit the UW System's Desktop Training Sessions page.