Understanding Records Management: A Key Skill for University Operations

In an increasingly digital world, the ability to effectively manage information is a cornerstone of operational efficiency and accountability for any large institution. Recognizing this, the University of Wisconsin-Milwaukee (UWM) is offering a virtual training session on the basics of records management on Tuesday, November 17, 2026. This session, aimed at faculty and staff responsible for university records, underscores the importance of understanding how to handle, retain, and dispose of institutional information.

The initiative, led by UWM’s records officer, Derek Webb, and digital archivist, Shiraz Bhathena, is designed to demystify records management. It addresses practical questions that often arise in daily administrative tasks, from identifying what constitutes a record to understanding retention policies. For students navigating their academic journey, understanding how institutions manage their data can also offer valuable insights into information organization and long-term digital literacy, skills that are increasingly important in all fields.

Why Records Management Matters for University Campuses

Effective records management extends far beyond simple filing; it is a vital component of a university's operational health, legal compliance, and historical preservation. According to UWM, the upcoming session will explore how robust records management practices benefit campus offices and employees directly. This includes streamlining workflows, reducing clutter, and ensuring that crucial information is accessible when needed.

Consider the myriad types of records generated within a university setting: student transcripts, research data, financial documents, human resources files, and administrative communications. Each category has specific requirements for creation, storage, access, and eventual disposition. Mishandling these records can lead to inefficiencies, compliance issues, and even legal challenges. By equipping staff with foundational knowledge, UWM aims to foster an environment where information is managed strategically, supporting better decision-making and operational integrity.

Key Questions Addressed in the Training

The UWM training session is structured to answer several fundamental questions pertinent to anyone handling university records. These include:

• How does records management benefit campus offices and employees? Understanding the 'why' behind records management can motivate staff to adopt best practices, seeing it not as a burden but as a tool for efficiency and protection.
• Who is responsible for managing records? This question clarifies roles and responsibilities, emphasizing that records management is a collective effort, not solely the domain of a few specialists.
• What all qualifies as a “record?” Defining what constitutes an official record is crucial for consistent application of policies and avoiding accidental loss or improper disposal of important information.
• How can I tell how long to keep records and what to do with them afterwards? Retention schedules are a complex but essential aspect of records management, ensuring compliance with legal and institutional requirements while managing storage resources.
• Who can I call to help me with questions I have about records management? Providing clear points of contact ensures that staff have ongoing support and can address specific concerns as they arise.

These questions highlight the practical, day-to-day challenges faced by university staff. For parents and students, this transparency in records management can build trust, assuring them that personal and academic information is handled with care and according to established protocols.

The Role of Digital Archivists and Records Officers

The involvement of both a records officer and a digital archivist in leading this session is particularly noteworthy. Derek Webb, UWM’s records officer, typically focuses on the active management of current records, ensuring compliance and operational efficiency. Shiraz Bhathena, as a digital archivist, brings expertise in the long-term preservation and accessibility of digital information, which is increasingly critical in an era of vast electronic data. This dual perspective offers a comprehensive approach to records management, covering both immediate needs and future access.

The virtual format of the session, available via Teams and recorded for later viewing, also demonstrates a commitment to accessibility and flexibility for busy university personnel. This approach aligns with modern learning trends, where resources are often made available on-demand to accommodate diverse schedules. For students looking to develop strong organizational skills, platforms like COSMIQ — free voice AI tutoring can offer personalized support in understanding complex topics, helping them manage their own academic information and study materials effectively.

Broader Implications for Information Literacy

Beyond the immediate benefits for UWM staff, this type of training contributes to a broader culture of information literacy. Understanding how information is created, stored, and managed is a foundational skill in the 21st century, relevant not just in administrative roles but across all academic and professional fields. For K-12 students, developing an early awareness of data organization and digital responsibility can be fostered through resources like COSMIQ's free practice hub by grade and subject, which helps them categorize and retrieve information effectively in their studies.

As universities continue to generate and rely on vast amounts of data, the strategic management of these records will remain paramount. UWM’s proactive steps in providing this training reflect a commitment to best practices in information governance, ultimately benefiting the entire university community.