Archive Records Management Policy for University Records
The purpose of University Archives and Records Management is to identify, organize, preserve and provide access to records of vital administrative, fiscal, legal and historical value to the university and its departments and the state of Wisconsin. It recognizes as a record all evidence of official university business created as part of such activity regardless of physical format, i.e. paper, electronic, or other formats.
Responsibilities of the Archives
The archives provides guidelines in the form of records schedules (RS) and/or records retention
and disposal authorities (RDA) to all university departments and individuals
concerning the correct preservation and disposal of records as required by the
Wisconsin Public Records Board. It informs itself of relevant standards and
laws concerning university records and uses these in establishing guidelines
for records management.
It determines which records are of significant historical value.
It stores records of permanent value, arranges and describes them, and provides open access to them, as statutes allow.
It provides archival expertise to the members of the university and the community.
The archives promotes use of its records and historical manuscript collections and maintains and communicates its guidelines through its web site and in person.
The archivist will conduct periodic records surveys in each department to oversee records practices, to discuss changes in records schedules, and to answer any questions.
Responsibilities of Records Creators
Each records creator or handler is responsible for the correct retention and disposal of records. To achieve this, each office or department on campus should appoint one member to ensure compliance with records guidelines. This contact person has access to the relevant current records schedules.
Each records producer is required to retain official records, whether electronic or paper, as provided in the records schedule and to deliver these to the archives when this is required by the schedule.
The department or office sending records should weed non-records out of the collection before sending them to the archives.
No records may be destroyed unless the records schedule requires destruction, nor may it be destroyed before the retention time stipulated in the schedule has passed or if litigation requires the records.
The office or department in question should contact the archives regarding electronic records transfer, boxes, (which the archives may provide), labels and records transfer forms before sending the records to the archives.