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The University Archives is the official repository for the permanent,
historical records of the University. The staff of the University
Archives has designed this step-by-step guide to assist you in transferring
records to the Archives and to answer frequently asked questions about
what material the Archives accepts, how to store records there, and how
to access records once they are in the Archives.
What Records to Send to the Archives
All University Records that have met the official retention schedule
(RDA) and are scheduled for permanent preservation may be sent to the
Archives. The disposition of a records series is noted on the Records
Retention/Disposition Authorization (RDA). See The
Guide to Preparing the Records Schedule for information on preparing
an RDA.
Faculty papers
Faculty papers are fundamental to documenting the historical development
of the University. The nature of academic institutions is such that individuals
play a key role in shaping policy. Operational and departmental lines
of authority are often blurred within the University and, given this institution's
strong tradition of faculty governance, understanding and documenting
the work of faculty members in all facets of the University is essential.
Unlike other organizations in which documenting particular offices is
the most important archival responsibility, academic institutions demonstrate
the pre-eminent role of individuals.
What Should Faculty Members Retain for the Archives?
We urge that those faculty members who have made major contributions
to their discipline and/or to the University contact the Archives. We
are particularly interested in materials that: (1) document an individual's
career at the University of Wisconsin-Madison; (2) expand on the faculty
member's relationships with his or her colleagues in the academic discipline
at other institutions; (3) preserve a record of committee responsibilities
or other activities within the University community; (4) support research
discoveries or projects; or (5) document teaching (e.g., one copy of lecture
notes, syllabi, course outlines, reading lists, exams and correspondence
with students).
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State Records Center vs. UW Archives
While it acts as the liaison between campus departments and the State
Records Center, the Archives 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. For information about
storing inactive records at the State Record Center, please consult A
User's Guide to Off-Site Storage.
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Step 1. Preparing Records for Transfer to the Archives
1. Discard any blank forms.
2. Remove duplicate copies of documents; one copy is sufficient.
3. Discard convenience copies of publications, reports, memos, etc., for
which your office was not the originator or the office of record.
4. Discard materials that have no informational value, such as, envelopes,
route slips, phone messages, and illegible notes.
5. Remove rubber bands and paper clips; use staples.
6. Remove materials from ring binders and hanging folders and place in
file folders; maintain the original order of the records. If more than
one folder is needed label as follows, for example, "folder 1 of 2," "folder
2 of 2," etc.
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Step 2. Order Supplies
Boxes
All records sent to the University Archives must be packed in approved
Records Center cartons. A standard Records Center box holds approximately
one cubic foot of records and will accommodate both letter and legal files.
The boxes are available through Materials Distribution Service (formerly
State Consolidated Stores) Stock No. 3189. If your records
require odd-size containers, contact the Archives to discuss alternative
boxing and storage arrangements.
Forms
Transfer and inventory information can be sent to the Archives on a 3.5"
diskette or on a paper copy. Please use the Records Transmittal
and Inventory Form (UWA-1) and include all the items on the form at the
beginning of your inventory.
For more information on how to obtain boxes and forms see QUICK FAQs
Fact Sheet: "How to Get
Required Forms and Boxes".
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Step 3. Pack Records in Boxes and Label
Packing Boxes
The records should be packed in the cartons in the same arrangement as
they appeared in the file drawer; records must not be removed from their
original file folders and/or jackets, nor should any portion of the records
be discarded unless so stipulated by the governing records schedule.
For general guidelines, see step #1 above. Note that letter-size folders
fit in the cartons front to back and legal size fit side to side.
NOTE: Diskettes should not be packed inside cartons with paper
records. Separate handling of this medium is required for adequate
preservation. If you have electronic media to transfer, please contact
the Archives.
All boxes of a given records series are to be numbered consecutively.
Boxes must NOT be over packed. Enough space should remain inside
the box so that records can be retrieved and so the handles of the box
may be used properly. Overpacking causes the boxes to split and
collapse. When the records center cartons are packed properly, they
are easy to handle and contents can easily be removed for reference.
Offices should be mindful of health and safety regulations regarding weight.
If the type of material to be transferred is of a nature that a full box
could weigh 35 pounds or more, the boxes should not be packed full, and
alternative containers may be advisable.
Label Boxes
The records center carton has a label form printed on one end of the
box, and each box must be clearly labeled as to office of origin, contents,
and dates. It is strongly recommended that only one records series
be placed in a box. If two records series must be placed in the
same box, the box label must indicate that fact clearly. In addition,
the two series must have the same retention period and the same final
disposition.
Example:
STATE RECORDS CENTER
Agency 285A-UW-Madison Box No.
1
Division L & S -German Department
Beg. End Dates 1980-1985
Title of Record Series Administrative Correspondence and Policy Making
RDA No. 00569000
From 1-1-1980 Thru 12-31-1985
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Step 4. Complete the Archives Transmittal Form
Here are instructions for completing each part of the form.
1. Name of Transmitting Office: Your department/office name.
2. Title and Dates of Records: Title by which this group of records is
commonly known. (It should agree with the title shown on the RDA.)
Include the inclusive dates of records in this shipment.
3. Volume of Records: The total number of cubic feet in the shipment.
A standard record center carton is one cubic foot, so total volume will
normally equal the number of cartons in the shipment.
4. RDA Number: The Records Retention/Disposition Authorization (RDA)
covering the record series. This number can be found on the RDA
form in the upper right hand corner. It is in the shaded area, labeled
"Sequential #."
5. Comments: Things that do not fit anywhere else on the form. List any
special conditions relating to the processing of, access to, or disposition
of the records. The Archives, and others in your office, will be
using this form to retrieve the records years from now, so any comments
about peculiarities in the records or the transmittal will aid retrieval
in the future by those unfamiliar with the contents.
6.- 9. Full Name of Person Preparing Shipment; Office Address; Telephone;
Email Address: Name and phone number of person packing the boxes, and
preparing this inventory. We may need to contact you--and need more
than just a first name. This person must be a permanent employee
of the department.
10. UDDS:
11. Date of Transmittal:
12. Do these records contain... These entries serve to alert the Archives
when the records contain materials that are not open records or that contain
confidential information under Wisconsin law.
Inventory Section: List the contents of each records storage carton.
Normally, this will be a listing of the folder headings, although that
is not necessary in all cases. Inventories should be detailed enough
to enable your office's staff to identify a record they need to retrieve,
and to enable the Archives staff to retrieve a requested file and return
it to you.
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Step 5. Send Boxes to University Archives
The diskette inventory (and a paper copy) must be sent to the Archives
prior to records transfer. The Archives will verify the transfer
information and then contact the office to make arrangements for physical
transfer of the material.
Do NOT send records via campus mail or truck service without PRIOR AUTHORIZATION
from the Archives. The Archives will need to know the total volume
and the anticipated date and time of transfer.
After receiving the accession the Archives will send the transmitting
office a copy of the first page of the Records Transmittal and Inventory
with the Accession Number and Location indicated. You will need
this information if you want to retrieve files. We suggest you keep
a binder in your department that has the inventories and accession information
readily available to all staff members.
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Retrieving Records from the UW-Madison Archives
If you need to access records once they are in storage, please call 262-5629.
You will need to have the Accession Number, Location, Box Number and File
Name and Number ready when you call. We can arrange delivery
or you may access your material in the Archives Reading Room.
Returning Records to the Archives
If you have files that need to be refiled into an accession, please call
262-5629 to notify the Archives when and how they will arrive.
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