Records Retention - help is a click away!

Operations and Facilities Manager Miranda Hofmann writes:

By now, we have met with each of your departments to discuss your available file space in the new building. Now, those of you who know me know that I’m a bit of a freak about records, preservation, storage and organization, and I am here to tell you that it will all be okay, really.

Currently, a good portion of filing space is taken up by files that must be held on to for a certain number of years, e.g., faculty search files, and then destroyed. Most likely, these files are not often referenced, or even touched at all, during that required retention time. Seems like a waste of precious file space, doesn’t it? Well, do we have a solution for you!

The State Records Center will store these files for you and then destroy them when you tell them to, wait for it, for FREE!

This document from University Archives on the State Records Center explains how to use their services for off-site file storage for search files: http://archives.library.wisc.edu/records/handouts/Using%20the%20State%20Records%20Center.pdf

The storage boxes can be ordered from MDS, under MDS Warehouse -Office Supplies and File Cabinets-Record Storage Cartons. The most recent records retention schedule for unclassified personnel records, which covers faculty/academic staff search files, can be found here:
http://archives.library.wisc.edu/records/schedules/2011Unclassified%20GRS1.pdf

You may also find this document about archiving academic department records helpful: http://archives.library.wisc.edu/records/schedules/GRS_DeptAcadAdmin.pdf
NOTE: There is a difference between Archives and State Records.

Please see the information on the fabulous Records Management section of the University Archives website for more information: http://archives.library.wisc.edu/records/
If you have any questions or need guidance, the staff at University Archives is always happy to help!

Their site also contains a ton of information about Records Management (for those of you, like me, who are a little on the dorky side), as well as a treasure trove of links to the Digital Collections of the University Archives. That’s right, pictures of people sledding down Bascom Hill during the Coolidge Administration! How cool is that?

Looking forward to helping everyone transition into Nancy Nicholas Hall – we’re in for a great ride!

FAQ - Part Two

1. When is furniture coming?

a. The campus FP&M folks lead the furniture plans, and are scheduled to start bringing furniture to the building around the third-fourth week in April, subject to change. It will take a good four weeks to install, which is why the relocation schedule is coordinated so closely.

2. What is my address? I want to order new business cards

• (Office or Room Number, i.e. 3107) Nancy Nicholas Hall

• 1300 Linden Drive

• Madison, WI 53706
  

NOTE - your current email and phone numbers will not change, it all ports with you to the new building!

b. Specific workspace and office assignments have been completed– please consult your supervisor or department chair if you have questions.

Frequently Asked Questions: Part One

I really like the photo on my current WISCARD – it’s the card I’ve had since I was a graduate student and I look, well, incredible. Why do I have to get another one?

a. The new building has the campus standard card access system, managed by UW-Police Department. Spaces in the new building controlled with a WISCARD include the computer labs and perimeter doors. I’m sure you still look just as fresh and bright as you did back then, but unfortunately it won’t get you into the building. Check this link to get your new WISCARD - your new photo will be our little secret.

When do we start packing?

a. Crates and packing material (if using cardboard boxes) are targeted to arrive about 3-4 weeks prior to your move.

b. Shred bins will arrive in April for material that needs to be handled securely.

c. Miranda Hoffman, Human Ecology operations manager (mohofman@wisc.edu )will work with departments and units to determine the number of folks needed crates versus cardboard.

What will we leave behind?

a. It’s like an episode of “Oprah” when the audience gets great stuff – all new, matching furniture, ergonomically appropriate chairs and thoughtful amenities in each office or workstation! No need to label a single stick of furniture – our gently used items will find a new home somewhere on the campus or SWAP.

Records rentention is super confusing – I can’t always figure out what’s required or what’s urban legend – can anyone help me?
Assistant Dean Sue Gallagher has placed a Records Retention folder on the S drive, which contains documents with references on how to manage emails and campus records retention information. You can find it at: S:\Admin\Public\Records Retention

Happy Valentines Day: Improving the Quality of Human Life

Improving the Quality of Human Life. Honestly I've written and erased so many things in this particular entry because I can't fully express the impact the 100 Women initiative has had on the building project, and on me.

A few years ago I had the pleasure of videotaping interviews with some of our honorees - each one came to participate in the project from very different paths. Jean Alford Meyers (MS’47 Home Economics) husband and the couple’s five children joined together to honor her impact on her community. In just one example of how she lives the mission, Jean become a volunteer EMT for her local community later in life because she saw an unmet need. Never one to stand on the sidelines Jean jumped right in, improving the quality of human life.

Mary Kunz Berge (B.S. Home Economics ‘61), was the first 100 Women honoree. I first met Mary when she and husband Paul agreed to chair the School's Centennial Celebration - a huge undertaking considering she had just co-chaired the Sesquicentennial Celebration for UW-Madison. Mary had the brilliant vision to create a campaign that would "bring Human Ecology alumni home again", thus providing the building blocks for a capital campaign.

Being a mentor is what drives Sharon Scanlan (BS ‘70, Textiles and Clothing), retired senior vice president of Sears. Sharon was appointed leader of the world’s largest national appliance/electronics repair and installation division of Sears. Her appointment as the first women in the history of the company to hold such a position, motivated her to establish and lead the Sear’s Women’s Network.

The 100 Women initiative will have a special home in the new building. Prominently installed on the concourse of the third floor of the addition, the exhibit was designed by the very talented team at ZD Studio which includes Human Ecology alums Caroline Altfeather and Melanie Kranz, will delight and inspire each of us to "Improve the Quality of Human Life".

The Crates of Wrath

I am really close to never having to use this photo or that line again...really close.

In preparation for the relocation back to 1300 Linden Drive, campus has scheduled a walk-through of our spaces for moving companies interested in bidding on our project. Erin Hamilton (Human Ecology) has been working closely with Rob Shively, campus move director, to prepare the schedule and materials needed to manage our move – you may recall that it was Rob and Erin who prepared for our moves into seven locations around campus more than two and a half years ago.

Wow, did I just write that?

The walk through is scheduled for:

Tuesday, February 14

The group will begin at Chris Siecks project at 8:00 am, then roll forward to see the Preschool, Mechanical Engineering, MSC, third floor Middleton, Henry Mall, ground level, first and second floor of Sterling. Rob and Erin are leading the moving reps through these areas and buildings – and will keep the interruptions to a minimum. There is no action you need to take except to let your staff know this is happening.

Please let me know if you have questions.

Thanks-
zwick

A welcome sight

The program plan for the building calls for a separate and secure access point in the parking garage for parents and customers of the preschool lab. The project team challenged the architects to create a lobby in the parking garage that would "speak" to children - it should be interesting, fun and inviting. Boy did they deliver - the results will blow you away. Affectionately called the "peanut" (because on the drawings and construction documents it is actually shaped like a circus peanut) the preschool lobby has curved walls, energy efficient LED lighting and features to make the parking garage more friendly.

I walked through the parking garage this morning and holy cats, the lighting is the most SPECTACULAR thing I've seen in any building on this campus, let alone in a parking garage!

Who would have imagined the parking garage as an opportunity for interest?

As you plan to order business cards...

...change of address forms, perhaps letterhead or update websites, the official name and address of the building is as follows:

Nancy Nicholas Hall
1300 Linden Drive
Madison, WI 53706

In the next two weeks the Dean will confirm to each department, project and unit their space assignments including office numbers.

And please don't forget to update your payroll information via "My-UW" or contact Ethel in Payroll and Benefits - efherbrand@wisc.edu if you have questions.

Reservations Suggested

My colleague Sue Bruns and I were just talking about how much we both loved the tv show "Seinfeld" - memorable episodes include The Puffy Shirt, The Bubble Boy, The Junior Mint and who could forget The Bet.

Remember The Chinese Restaurant? Elaine, Jerry and George wait forever for a table in a restaurant because they didn't have a reservation.

We have more than 22 conference rooms in our new building that can accommodate meetings of just 2 people, up to Plenary Hall which holds more than 75. If you are interested in reserving a room in the new building (starting in mid-June) please send your request to:

roomrequest@mail.sohe.wisc.edu

Include the number of people, date, start time/end time for your meeting and we will work with you to schedule your meeting.

Okay, so the Seinfeld reference may be a stretch...but I wanted to get your attention - with this many rooms in our building coordination is key.

Speaking of keys - did you know all our instructional spaces including the computer labs will be card access? And the graduate student lounge is card access?

This is gonna be great.

A hope for the future

New years is all about celebrations, perhaps a libation or two, and a leaving last year behind. One tradition my family and friends have is at midnight we burn the past year's calendar. As the ashes waft away we let go of the worries, appointments, angst and bad mojo from the past year. It's also a chance to chuckle over the annual Dad's camping trip, summer vacation in Door County with dear, dear friends and remind my husband this year we will be married 21 years. It is our way of making a new start each year.

The new building for the School of Human Ecology is in many ways a new and fresh start. Rooms are clean, carpets are new and the tile is polished to a bright sheen. There are no marks to cover, no leaking ceilings in the Textile Collection and no stains to clean. A new crop of freshmen will start this fall and their experience will only be in the new building.

Tucked quietly away in a secret location is a lucky talisman - the shovel given to Dean Douthitt by the board of visitors in 2004 to mark the Centennial and start the public phase of the building campaign. For more than seven years Robin has been toting this shovel to meetings and events, gathering signatures from donors, friends and allies. It reads like a "who's who." The initial thought was the shovel should be used at groundbreaking but there were more friends who had to sign it with inspiring wishes - it was hard to stop the momentum.

The shovel has been sealed up somewhere in the building and when the School is ready for another expansion, perhaps this artifact will be discovered.

There are only two people who know where it lives - Eric Plumer of JP Cullen (our contractor who personally placed it) and me. Eric is solid as a rock - he'll never tell. And there aren't enough cosmos in the world to make me talk.

But please, if anyone wants to try just give me a call -

Cheers!