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The Basics of UWM Records Management

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Brad Houston
Brad Houston

This document provides an overview of records management basics, including definitions of key terms, the importance of proper records management, the records lifecycle, and how the University of Wisconsin-Milwaukee Records Management program can assist offices in managing both physical and electronic records. It explains that records management ensures efficiency, compliance with legal requirements, and preservation of institutional history. The document outlines the records lifecycle of creation, use, maintenance, and final disposition or archival retention. It also addresses electronic records, records scheduling, transfers to archives, and records retrieval services.

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Records Management Basics: Maintaining a Sunny (Records) Disposition
Part I: Introduction and Useful Definitions
What is Records Management? ,[object Object],[object Object]
What is a “Record”? ,[object Object],[object Object],[object Object],[object Object]
What is a “Record Series”? ,[object Object],[object Object],[object Object]
Why Care about RM: The Stick ,[object Object],[object Object],[object Object],[object Object],[object Object]
Why Care about RM: The Carrot (Administrative) ,[object Object],[object Object],[object Object],[object Object],[object Object]
Why Care about RM: The Carrot (Legal) ,[object Object],[object Object],[object Object]
Why Care about RM: The Carrot (Historical/Archival) ,[object Object],[object Object]
Records vs. Non-records ,[object Object],[object Object],[object Object],[object Object],[object Object]
How do I tell the difference? ,[object Object],[object Object],[object Object],[object Object]
How to tell the difference, cont. ,[object Object],[object Object],[object Object],[object Object]
Records vs. Non-Records: Examples ,[object Object],[object Object],[object Object],[object Object],[object Object]
What is a Disposition Schedule? ,[object Object],[object Object],[object Object]
A Sample RRDA
General Records Schedules ,[object Object],[object Object],[object Object],[object Object]
Specific Records Schedules ,[object Object],[object Object],[object Object],[object Object]
Part II: The Records Life Cycle
The Records Life Cycle
Life Cycle: Creation and Use ,[object Object],[object Object],[object Object],[object Object]
Creation: Your Responsibilities ,[object Object],[object Object],[object Object],[object Object]
Life Cycle: Records Maintenance ,[object Object],[object Object],[object Object],[object Object]
Maintenance: Your Responsibilities ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
A Brief Note on Filing ,[object Object],[object Object],[object Object],[object Object]
Life Cycle: Disposition ,[object Object],[object Object],[object Object],[object Object]
Disposition: Your Responsibilities ,[object Object],[object Object],[object Object]
Destruction of Records ,[object Object],[object Object],[object Object]
Archival Retention ,[object Object],[object Object],[object Object],[object Object]
Part III: Electronic Records
Electronic Records ,[object Object],Electronic Record Paper Analog E-mail message Memo, typed letter E-Form template Form master copy Museum accessions database Accession card catalog Student paper (e-mailed or D2L-submitted) Student paper submitted in class or via mail Instant message log Memorandum of conversation
Wisconsin Admin. Rule 12 ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
How should I manage my e-recs? ,[object Object],[object Object],[object Object],[object Object]
How should I manage my e-recs? Cont. ,[object Object],[object Object],[object Object],[object Object],[object Object]
E-mail Records ,[object Object],[object Object],[object Object],[object Object]
E-mail Records Schedule ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Part IV: What can UWM Records Management do for you?
Records Scheduling ,[object Object],[object Object],[object Object],[object Object],[object Object]
Records Schedule Updates ,[object Object],[object Object],[object Object],[object Object]
Records Schedule Reference ,[object Object],[object Object],[object Object],[object Object]
Records Transfers ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
UWM Archives is interested in: ,[object Object],[object Object],[object Object],[object Object],[object Object]
Additional Transfer Preparation ,[object Object],[object Object],[object Object]
Records Retrieval ,[object Object],[object Object],[object Object],[object Object]
Confidential Records Destruction ,[object Object],[object Object],[object Object],[object Object]
RM Program Assistance ,[object Object],[object Object],[object Object],[object Object]
For More Information ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Questions?

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