Descriptions of Workshops
Below are the workshops that the UW-Madison Archives and Records Management Services (ARMS) offers throughout the year. Please check our Workshops and Training page for the latest workshop announcements.
Questions regarding training workshops, or suggestions for future workshops (or workshop locations), should be directed to Nancy Kunde, Records Officer, at 262-3284 or recmgmt@library.wisc.edu.
Records Management 101: Managing University Records
What do I do with all these files? Can I just throw away the paper once I enter the information into my database? What are retention schedules and how do I write one? Do I even need one or can I use a general schedule? What happens if I fill up my file cabinet before it's time to get rid of some of the files? And do all those files that rarely get used really have to take up room in my office? Who can I call to get answers to all these questions? |
This workshop will cover some of the background behind records management and then focus on retention schedules. In an effort to help you figure out just how long you need to keep those files that are piled in the corner or that database that you're always using, we'll provide you with the following information:
- Overview of records management (why it is important, legal background, etc.);
- General records schedules (what they cover, how to use them);
- Hands-on tips for writing retention schedules (RDAs);
- Options for records storage;
- How to transfer records to the UW Archives; and
- Tips for disposing of records.
Who will benefit from this workshop?
This workshop should be helpful for anyone involved with the management of University records, whether they be personnel records, student records, research materials, or something else entirely. It is intended to provide just enough background to underline the necessity of records management and provide a large amount of practical instruction and advice.
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Records Management 102: Records Management for Personnel Officers
Do you have accumulated personnel files clogging your filing cabinets? Do you have questions about what should be in a personnel file? Are you aware of State and University retention policies in the personnel area? Perhaps you should attend this workshop. |
At the Records Management for Personnel Officers workshop we will explain:
- The goals of the University Records Program
- The functional approach to managing personnel records
- Current State and University retention policies
- Filing suggestions for personnel related records
- How to transfer records to the State Records Center or University Archives
- How to retrieve records from the State Records Center
This workshop will address management of personnel records including classified, unclassified and student employees. It will discuss filing practices, retention and disposition.
Who will benefit from this workshop?
All department records center liaisons, as well as anyone with responsibility for managing departmental personnel records are encouraged to attend.
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Records Management 103: Classification & Files Management
Does your present filing system facilitate access to information? Do you spend large amounts of time trying to remember what something was called? Are your manual and electronic files reaching epic proportions? If so, this workshop will provide you with information and methods to improve your files management. |
At the Classification Scheme & Files Management workshop we will explain:
- The goals of the University Records Program
- The importance of effective filing systems in managing University information resources
- How best to organize files by applying a classification scheme
- How to build a classification scheme and the use of naming conventions
- How best to store files making best utilization of resources
- How a files management scheme will help when preparing a Records Schedule
- How a files management scheme will help when transferring records to the State Records Center or University Archives
This workshop will help you better manage your files and enable you to organize your department's records keeping more efficiently.
Who will benefit from this workshop?
All department records center liaisons, as well as anyone with responsibility for managing departmental records are encouraged to attend.
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Records Management 104: Electronic Records Management
The management of electronic information resources is complex. There is not likely to be a single solution to the problem of information retention and disposition that is suitable in all situations. In this workshop we will look at various strategies that address a wide variety of technological situations and capabilities; from the individual employee who creates University records in a personal computer environment, to the complexity of hybrid information systems. We will also cover policies and administrative rules that pertain to electronic records management, and best practice guidelines.
Who will benefit from this workshop?
All department records center liaisons, as well as anyone with responsibility for managing departmental records are encouraged to attend.
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Records Management 105: General Records Schedules
General Records Schedules detail types of records that all, or nearly all, campus departments and entities create and maintain. They also provide retention and disposition guidance for them. General records schedules reflect University policy with regard to certain categories of records and documentation, and they can be invaluable tools to managing routine operational records. This workshop will go into detail about how to use the General Records Schedules. It will answer the following:
- How to locate items in the general records schedules
- How to identify levels of responsibility
- How to identify items on the State Records Center Transmittal form
Participants are encouraged to bring their questions to the workshop.
Who will benefit from this workshop?
All department records center liaisons, as well as anyone with responsibility for managing departmental records are encouraged to attend.
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Records Management 106: It's All in the Computer: Records Responsibilities and Automation
Are you responsible for a major database within your department? Are you uncertain about your records responsibilities? Are you concerned about storing, accessing or disposing of your records? If so, this workshop is for you. |
At the Records Responsibilities and Automation workshop we will explain:
- Basic records responsibilities
- Requirements for creating electronic records
- Considerations for managing electronic records
The personal computer has dramatically changed the records environment, but records responsibilities have not changed. This workshop addresses basic records management responsibilities and contemporary records keeping issues in the electronic environment. It will address requirements for creating electronic records, access considerations and preservation issues.
Who will benefit from this workshop?
This workshop is designed to present a general, policy-oriented view of records management. Department administrators and other staff who play a role in records management are encouraged to attend.
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Records Management 108: Off-Site Records Storage and the State Records Center
Where should all these records in my office go? What should I be aware of when sending my records off-site? How does my department work with the University Archives and Records Management Services and the State Records Center? Who can use the State Records Center? How do I send records to the State Records Center? |
This new workshop will combine information about off-site storage considerations and the State Records Center. It will provide:
- An overview of off-site storage;
- Methods for assessing your department's needs for such a service;
- Considerations for storage of electronic records;
- Tips for the appropriate disposal of records;
- Use of the State Records Center;
- An introduction to the new web-based Versatile system to manage your records at the State Records Center. For more information about the new procedures for using the State Records Center, visit the "Using the State Records Center" web page.
Who will benefit from this workshop?
This workshop is designed for personnel in departments that are users of the State Records Center and others interested in the off-site storage of records. The workshop is particularly important and timely because the State Records Center will be switching to an online system this summer (July 2007) that all users of the State Records Center will need to use.
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Records Management 109: Archives and Records Management
What are Archives? What is Records Management? What do either have to do with me? How do my department's records impact the University? This workshop will provide introductory information to the services of the University Archives and Records Management Services (ARMS), especially information regarding academic administrative records and faculty papers. |
The Archives and Records Management Service (ARMS) has a campus-wide mission to identify, manage, preserve, and protect the University's institutional records. Some questions that will be addressed at this workshop include:
- How do these two functional areas (Archives and Records Management) work together to meet this mission?
- What services do they provide?
- What types of records have potential for long term or archival value?
- What types of records are departments required to retain to meet institutional requirements?
- What is meant by records appraisal and how does it get done?
- What about digital records?
- Is there a preservation strategy that departments should follow?
Who will benefit from this workshop?
This workshop is aimed at those desiring a general overview of the campus records program and the services it can provide. In particular, the workshop will discuss the topic of academic administrative records and faculty papers. If your department is planning to move, consolidating, or has faculty with large records collections or perhaps planning to retire, you may benefit by this workshop.
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Records Management 110: On Wisconsin: Resources and Services of the UW Archives
| Why do we bother to have an "institutional memory?" Is a University Archives of interest to anyone other than a handful of old professors writing department histories? Are the old records in the Archives ever of much actual use to busy administrators? Can Archives collections possibly be used as teaching resources? If you've ever wondered about what the University Archives can do for you, this overview is for you. |
At the On Wisconsin workshop we will explain:
- The mission and goals of the University Archives program
- The historical importance of the University, its departments and its people
- Major features, strengths, and weaknesses of the Archives' collections
- The Archives as a research and instructional resource: History of science, history of education, biography, raw data
- Examples of research and projects that have used the Archives
- Order out of chaos: How to use an archives
- How a handful of archivists can support classroom use and student projects
- What you can do to expand and enhance the UW's archival memory.
Who will benefit from this workshop?
Teaching faculty, dissertators, reference librarians, department administrators, and anyone else interested in an overview of the University Archives are encouraged to attend.
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Records Management 112: Email Management: An Introduction
Is a large percentage of your correspondence conducted via email? Is email being used to support standard office functions or to document official transactions? If so, you may be creating electronic records and need to know how to manage them. |
At the Email Management workshop we will explain:
- Some of the problems associated with managing email
- State Public Records Law and University policies
- How to determine if an email is a record or non-record
- Retention and disposition of email
- Methods to store email records
- Standard email etiquette, creating business records using email
This workshop will help you better manage your email documents and enable you to organize your department's records keeping more efficiently.
Who will benefit from this workshop?
All department personnel who use email as a major medium for sharing knowledge and information are encouraged to attend.
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