UNIVERSITY OF WISCONSIN River Falls

Library

Special Collections

 

Special Collections, Museum and Galleries - The term "special collections" here is used to distinguish unique materials from those of the general library collection. Special collections frequently don't circulate outside of controlled spaces and may include archival, rare books, and museum artifacts. Museums and Galleries refer organizations that collect, preserved and display art objects and three dimensional items including but not limited to natural specimens, decorative objects and historical artifacts.

RDA #
/Status
Record Series Title and Description  Medium
for
Record
Storage
 PII Registry
Exempt
Confidential/
Access
Restricted
Minimum
Retention /
Disposition /Event
UWLIB113
Amended
Object Collection Management Records
Records pertaining to the acquisition, history, value, care and movement of3D and artistic objects/artifacts. Materials include accession records, catalog records, deeds of gifts, research materials, object images, condition reports, appraisals, insurance records, historical information, brochures and clippings. These records include vital information regarding the provenance of University-owned museum objects. Such information is used to document the historical, cultural and intrinsic value of these items. The records also provide evidence of staff decisions concerning materials of historical, cultural and intrinsic value thus documenting institutional accountability. Series will also include information on objects that were once owned by an agency but were deaccessioned. Deaccession records are also kept to preserve provenance information and organizational accountability.
Paper or
Electronic
format
Yes No No Retention:
PERMANENT
As per industry best practice,
records are
kept
permanently to ensure the
provenance of materials in or that were once
in agency
custody is
persevered.
UWLIB114
Renewal
Annual Researcher Registration Records
Annual documents created by patrons conducting research in special
collections and museums to capture information for security and to
acquaint patrons with department rules and regulations. Records may
contain patron name, address, phone number, email address, patron type, reason for research, and the signature of the individual as a record of them agreeing to the rules of the reading room. These documents may contain driver license, student, military, Passport or similar identification numbers. Records may be captured on paper forms or through electronic systems.
Paper or
Electronic
format
Yes No Yes
Patron records
protected
per Wis.
Stat §43.30
(1)(m), (2)
Retention:
FIS + 10 years.
Disposition:
destroy
confidential
UWLIB115
Renewal
Daily Researcher Registration Records
Records documenting each patron’s daily research use of the special
collections or museum collections by capturing their name. The records may also include the city of the patron’s residence, and the date and times of their use of the facility. Records may be captured on paper forms or through electronic systems.
Paper or
Electronic
format
Yes No Yes
Patron
records
protected
per Wis. Stat
§43.30 (1)(m), (2)
Retention:
FIS + 10 years.
Disposition:
destroy
confidential
UWLIB116
Renewal
Annual Statistical Records and Reports (Special Collections)
Statistical record created annually to share with other System partners.
Records include, but are not limited to, annual head count, off-site
substantive reference requests
Paper or
Electronic
Format
No -- No Retention:
FIS + 10 years.
Disposition:
destroy
confidential
UWLIB117
Amended
Circulation Records (Special Collections)
Call slips, collections used forms, or similar records that record the
materials used by patrons in special collections departments. Records may include the name of the individual, date of use, reason for use and
bibliographic information regarding the collection. This series does not include circulation records that are created within the Alma ILS and are scheduled in UWLIB122 and UWLIB147.
Paper or
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis. Stat
§43.30 (1)(m), (2)
Retention:
FIS + 10 years.
Disposition:
destroy
confidential
UWLIB118
Amended
Interlending Records (Special Collections)
Paper forms and/or electronic records used to process shipments of
special collections materials through the Area Research Center network. Paper forms continue to be used for shipping lists and to confirm shipments. Patron information is included in these documents.
This series does not include interlending records that are created within the Alma ILS and are scheduled in UWLIB130 and UWLIB147.
Paper or
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis. Stat
§43.30 (1)(m), (2)
Retention:
FIS + 10 years.
Disposition:
destroy
confidential
UWLIB119
Renewed
Reference/Research Requests and Responses
Records documenting off-site reference and research services by special collections and museum staff. This series includes requests made in writing, emailed, sent via web form or other computer system, or transcribed from telephone calls and the response from the special collections staff.
Paper or
Electronic
Format
Yes No Yes
Patron
records
protected
per Wis. Stat
§43.30 (1)(m), (2)
Retention:
FIS + 1 year.
Disposition:
destroy
confidential
UWLIB120
Amended
Donor Files
Files documenting the individuals or institutions responsible for the
donation of materials to special or museum collections. Records may
include materials included in object collection management or special
collections accession records but may also include less item specific
information including signed deeds of gift, correspondence, contact
information, and research materials. These records include vital information regarding the provenance of University owned special collections, archival and museum objects. Such information is used to document the historical, cultural and intrinsic value of these items.
Paper or
Electronic
Format
Yes No No Retention:
PERMANENT
As per industry best practice,
records are
kept
permanently to ensure the
provenance of materials in or that were once
in agency
custody is
persevered.
UWLIB121
Amended
Accession, Deaccession and Processing Records (Special Collections)
Records documenting the transfer of legal and physical custody of
materials to and from the collection. It may include the date of transfer, name of and brief biographical information about the donor/creator, a brief description of the extent and contents of each box/container, documentation transferring intellectual property rights to the library, the accession number of the collection, information about the acquisition price and existence of copies of the materials, any restrictions on use of the collection, and other notes. These files may also contain information about what is retained or de-accessioned during the processing of each collection. These records include vital information regarding the provenance of University-owned special collection materials. Such information is critical to
documenting the historical, cultural and intrinsic value of these items. The records also provide evidence of staff decisions concerning valuable materials thus documenting institutional accountability.
Paper or
Electronic
Format
Yes No  No Retention:
PERMANENT
As per industry best practice,
records are
kept
permanently to ensure the
provenance of materials in or that were once
in agency
custody is
persevered.
UWLIB148
New
Conservation Treatment Records
Records document any repair or conservation treatment performed on art objects, artifacts and special collection materials, and may include a description of the action, the person or company performing such work, and related documentation. These records include vital information regarding the provenance of University-owned museum objects, special collections and archival materials. Such information is used to document the historical, cultural and intrinsic value of these items. The records also provide evidence of staff decisions concerning valuable materials thus documenting institutional accountability. Furthermore, conservation treatments frequently involve physical and chemical manipulations of objects and materials. The precise nature of these treatments must be understood in the future so that they may be augmented or reversed as part of the ongoing project to preserve
the collections. New record series added to expand GRS coverage to include museums. Museum records were previously not scheduled agency-wide.
Paper of Electronic Fomat Yes Yes No Retention:
PERMANENT
As per industry best practice,
records are
kept
permanently to ensure the
provenance of materials in or that were once
in agency
custody is
persevered.
UWLIB149
New
Museum & Gallery Loan Records - Short Term
Series documenting the borrowing or loan of collection materials by
museums and galleries to other similar institutions. Including but not limited to: brochures; insurance certifications; loan forms; manuscript appraisals; condition and facility reports, and related correspondence. New record series added to expand GRS coverage to include museums. Museum records were previously not scheduled agency-wide.
Paper or
Electronic
Format
Yes Yes  No Retention:
EVENT + 5
years
EVENT=Date
materials
loaned or
borrowed are returned.
Disposition:
destroy
confidential
UWLIB150
New
Exhibition Records- Short Term
Materials pertaining to the design, execution, and installation of exhibitions. Records include correspondence, memoranda, concepts, scripts, label texts, catalogs, promotional materials, clippings, installation photographs, floor plans, drawings, graphics, checklists, schedules, visitor comment books, notes, and related materials. Records may include the names of individuals responsible for the exhibit as well as visitors. New record series added to expand GRS coverage to include museums. Museum records were previously not scheduled agency-wide.
Paper or
Electronic
Format
Yes Yes No Retention:
EVENT + 5
years
EVENT=Date
exhibit closed.
Disposition:
destroy
confidential