Record Management Training Resources for University Offices

Welcome to the Records Management Training Resource Page.

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The first step in records management is to understand what is a record.

The general definition of a record is established under Wis. Stat. 16.61(2)(b). Public Records are defined as “all books, papers, maps, photographs, films, recordings, optical disks, electronically formatted documents or other documentary materials, regardless of physical form or characteristics, made, or received by any state agency or its officers or employees in connection with the transaction of public business.”

• Introduction to University Records Management
• Do you have a University Record?

Information and New Systems Applications for Campus:

Thinking of purchasing a new software application to manage your information? Records management should be part of that discussion.

See Electronic Record Systems and Recordkeeping Requirements

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University Records Managment Guidelines: 

• Employee Responsibility for University Records
• Vital Records Guidance as part of the COOP plan
• UWSA Procedure 399.1 Storage of Supporting Documentation  for Financial Transactions.
• Managing Electronic Records in Information Systems: Shared Drives; Content Management Systems; Document Mgt System; Collaborative Tools and other Electronic Info. Systems 
• Record Mgt Guide Departing Employees 
• Electronic Business Communication and University Records (Business Communications including e-mail)
• Guidelines for Document Imaging and University Records
• UWSA- Records Management Guidelines for Information Technology Systems
• FAQs for University Employees on University Records

Training Videos:

• Introduction to University Records Management
• Retention and Disposition of Records
• Organization and Management of Shared Drives
• Introduction to Records Management
• E-Mail Organization for Records Management and Compliance
• Digitizing Documents: Is It Right for You?
  • Handout for Document Imaging 

FAQ’s: Content in links provided to the right in the gray box address Record Mangement topics of interest and training materials. Training materials are primarily in the form of videos, PowerPoint presentations or PDF Documents or brochures.

1. Records Management Compliance 
2. Organization of University Records includes Records Mgt File Plans and Shared Drives
3. University Employee Responsibility for Records
4. University Electronic Mail
5. University Records and Vital Records for COOP planning
6. Document Imaging and Scanning of University Records
7. Records and Department or Unit move or Closing
8. University Research Records
9. Electronic Storage and Backup
10. Dispositions of University Records