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Records under an approved records schedule may be transferred to the State Records Center (SRC) for storage. While the records may live the remainder of their lifecycle at the SRC, the unit is still the official owner and manager of these records. At any time, they can recall the box from the SRC for review.
In order to submit boxes to the State Records Center (SRC) for storage, a person must become an Authorized User. This authorization allows a person to create, submit, manage, and retrieve inventory from the State Record Center via the SRC’s Versatile system. At the UW-Madison, Authorized Users are created at the division level by UDDS number.
Information about becoming an Authorized User and your responsibilities can be found on our Authorized User webpage.
Designated Authorized Users use Versatile to submit new inventory, review, or request the retrieval of existing inventory via the State Records Center Inventory website. The login page for Versatile, the SRC’s inventory management system, can be found on the SRC website.
See below for UW Records Management training specific to the University’s use of Versatile. We’d also be happy to meet with departments to conduct trainings with them regarding the use of the State Records Center. Please contact the Records Management Program regarding your department’s training needs.
The SRC also has training that apply more generally to all state agencies:
Boxes can be ordered through ShopUW+.
Key points for packing and labeling your boxes for offsite storage at the State Records Center (SRC) are below. For additional instructions for packing and labeling boxes, see Best Practices – Packing Record Boxes for Offsite Storage at the State Records Center.
Boxes should have the following information on the label found on the side of the box. Many of these fields will be repeated when entering box information into Versatile for storage at the SRC.
The user box number is strictly for the department’s use and isn’t used by the State Records Center (SRC) for inventory purposes.
Here are some things to keep in mind when creating a user box number:
The State Records Center (SRC) provides several forms to help with the long-term management of inventory at the SRC. The forms and their descriptions can be found on their website.
The following forms can be filled out by the Authorized User or department and submitted to the UW Records Officer for review. The UW Records Officer will then submit the form to the SRC:
The following form can be submitted directly to the SRC by an Authorized User: