To all agencies and customers of the State Records Center,
July 1, 2007, the State Records Center implemented a new web based process of submitting new inventory. Therefore, we no longer accept the old State Records Center Transmittal Order forms in any format, either through the mail, e-mail or fax. The old State Records Center Transmittal Order form, #DOA-3062, is now obsolete. This includes any modified or “homemade” version of the transmittal form.
All agencies wanting to submit new inventory, whether it be boxes, files, tapes, film or other media are now required to process their transmittal requests through our Versatile Enterprise Web Module interface, using the following link: http://vssweb.wi.gov/ .
Many of our customers have been using this system for over two years with excellent results. This method eliminates extra data entry and provides you, our customers, with up-to-date availability to active retention schedules, all of which insures much greater accuracy. Therefore, we have now made this the exclusive method for submitting new inventory.
Any Records Center customer and/or individual that will be using this web module will need to contact their agency records officer to coordinate access. They, in turn, will notify the State Records center, authorizing you to obtain a User Name and Password. For those new users, we will need to know the following information:
· Name
· Department/Agency Numbers You Will Need Access To; (i.e. 505/334)
· Building Address With Floor/Room Number
· Phone Number
Keep in mind that many of you have already been set up in our system, so a quick phone call to your specific departmental records officer or the State Records Center (266-2995) to verify your status would be a good idea.
SPECIAL NOTE: Finally, transmittals through this web module for individual files, microfilm reels, microfiche or backup tapes can also be submitted. However, before you begin submitting inventory at the file level, you MUST coordinate it first with Harold Coltharp, 266-2770 or Larry Stanczyk, 264-9506.
TO RETURN BOXES AND/OR FILES: Returning boxes and/or files to the State Records Center continues much the same way as you have in the past. Simply call our main number, 608/266-2995, or email a pickup notice to doadeorecordscenter@wisconsin.gov, stating that you have "x" number of boxes/files to be returned. In the near future for your convenience, this web module will have the aforementioned email link.
To assist you in this transition, here is a link to an instructional Power Point which will guide you through submitting new box inventory.
To search and/or retireve boxes, this Power Point will guide you through the searching and retrieval process.
Last Modified: 2/10/2009 10:08:29 AM
