Authorized User access allows an individual to:

• Manage records for a specific department at the State Records Center (SRC) until they reach their disposition according to the assigned records schedule
• Create record box labels, submit boxes to and retrieve boxes from the SRC via the SRC’s inventory system
• Act as the primary contact between their department and the SRC for questions about records being stored there
• Assist with coordinating the biannual disposition of their department’s records stored at the SRC that have met their required retention

Authorized Users should NEVER share their username and password with others. Sharing username and password information with others can result in having Authorized User access revoked.

1. Download the DOA-3807 SRC User Authorization form from the State Records Center (SRC) website.
2. Fill out the following fields in the “ADD New User” section:
   • First and Last Name
   • Division/Sub-Unit/UDDS (Name & Number)
     • If you need to locate your UDDS and division/sub-unit name, you can use the UW-Madison Department Search directory
     • You only need to fill out one of the fields unless you will be the Authorized User for multiple UDDSs
   • Street Address for Delivery & Pickup
   • Office/Floor/Pillar/Cubicle # for Delivery & Pickup
   • Building Name for Delivery & Pickup
   • Phone Number
   • Email Address

1. If you are replacing an existing Authorized User, write their name in the REMOVE Existing User section (screen shot). The University Records Officer will fill out the User-ID. 

1. Save the form in Word format and email it to recmgmt@library.wisc.edu
2. The University Records Officer will review the form and submit it to the SRC authorizing you to obtain credentials for Versatile, the inventory system used by the SRC.
3. Once the SRC has processed the request, you will receive an email from them with a user-ID and password to log in to Versatile.

The State Record Center (SRC) manages all Authorized User login information. If you forget your user ID or password for Versatile or have login issues, contact the SRC directly for help at DOADEORecordsCenter@wisconsin.gov or 608-266-2995.

If your contact or personal information has changed, you can use the DOA-3807 SRC User Authorization form from the State Records Center website to update your information.

In the CHANGE Existing User(s) section, write your name and user ID. Add any changes that need to be made. If it doesn’t fit on one line, additional lines can be used. Save the form in Word format and email it to recmgmt@library.wisc.edu

If you are leaving your position or your duties have changed and you no longer require authorized user access, please contact the UW Records Management Program at recmgmt@library.wisc.edu.

If your department has inventory at the State Records Center, please provide contact information for who will take over as the Authorized User.