Announcing the Revised Human Resources Records Retention Schedule!

27 02 2017

The University Archives is excited to announce the publication of the revised Human Resources Records Retention Schedule!

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The University’s records retention schedules are the official university policies governing records retention and must be followed by all employees to ensure compliance with institutional, state, and federal regulations. The new Human Resources Records Retention Schedule is the official policy and supersedes any previous Human Resources records retention schedules issued by the University Archives.

All units/offices should review the new schedule and implement it as appropriate. The schedule can be viewed and downloaded online at the University Archives website.

The university’s previous records retention schedules were last revised in the early 1990s, and as such, this newest revision represents a major update to the University’s previous records retention policies.

Major changes in the new Human Resources Records Retention Schedule include:

  • Expansion of records series to reflect current business environments
    • New record series for SIRS Evaluations, Time Records, Employee Personnel Files, and much, much more!
  • Identification of data sources and offices of record
  • Alignment of retention schedules with federal and state regulations
  • Clearer descriptions of record types for consistent implementation
  • New searchable, pdf format- easy to read and use!

Because this new records retention schedule represents a major change for the university, University Archives staff will be available to present on the new HR Records Retention Schedule upon request. A presentation is already scheduled for March 22, 2017 as part of the ADUC program. Additionally, the University Archives is designing video tutorials to discuss the new schedule format and provide campus users with information on the most common record series and retention periods. Those video tutorials will be online soon!

To request a presentation or additional information about the new retention schedule, please contact the University Archives at 517-355-2330 or archives@msu.edu.

Written by Hillary Gatlin, University Records Manager





For those enjoying VICTORIA on Masterpiece™ Sunday nights, here’s our own link to the Queen

15 02 2017
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Patent issued August 5, 1875

This Great Seal of the Realm was part of a donation from a relative of George W. Harrison.  The seal was attached by cord to a patent issued to William Robert Lake of the firm Anseltine Lake and Co., Southampton Building, London of an invention for “improvement in pitman or connecting rod bearings for harvesting and other machines . . . the said invention has been communicated from abroad by George W. Harrison of Lansing, Michigan, United States of America.”  The patent is dated August 5th, 1875.

According to the official website of the British Royal Family (www.royal.uk), “the Great Seal of the Realm is the chief seal of the Crown, used to show the monarch’s approval of important State documents.” Queen Victoria had more than one seal due to the long length of her reign.

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Close up of another wax seal in better condition (from http://www.antiques-delaval.com)

 

Written by Susan O’Brien, cataloger





Don Coleman, 1928-2017

1 02 2017
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Don Coleman, MSC football player, poses on the field, circa 1950s

Former Michigan State Lineman Don Coleman has died at the age of 88.

A three-year letter-winner (1949-1951), Coleman was MSU’s first unanimous choice for All-American, in 1951.  In that year, Don Coleman helped propel the Spartan football team to their first ever national championship.  He was also the first Spartan athlete to have his jersey retired (#78), and Clarence “Biggie” Munn called him “the finest lineman ever to play for Michigan State”.  Soon after being drafted by the Chicago Cardinals in the 1952 NFL Draft, Coleman ended his football career to serve in the Korean War, adopting an orphanage overseas and acquiring clothing for the orphanage through work with the city of Flint, Michigan.

Coleman left the Army in 1954 to work in education in Flint, ultimately joining MSU’s faculty in 1968.  There, he served as an assistant professor in intercollegiate athletics, and even worked as an assistant coach under “Biggie” Munn that same season.  He was named Assistant Director of Student Affairs the following year, and was named Director of the Minority Comprehensive Support Program of the MSU College of Osteopathic Medicine in 1974.  In 1978, Coleman was named an Assistant Dean of the MSU Graduate School, and soon after served as the first Executive Director of the Black Child and Family Institute in Lansing, among many other prestigious roles in the Lansing area.

Don Coleman was also the first player named to Notre Dame’s All-Opponent Team three years in a row.  A complete film of the historic November 20, 1951 game against Notre Dame, in which the 5th ranked Spartans shut out the 11th ranked Fighting Irish by a score of 35-0, is available at the MSU Archives & Historical Collections (UA 17.75, reel 653).

Written by Matthew Wilcox, Audiovisual Archivist





Audiovisual Collections: Blanche Martin and the 1957 Spartan Football Team

16 01 2017
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Blanche Martin

January 16, 2017 marks the 80th birthday of Blanche Martin – an academic all-American MSU football running back (1956-1959).  The 1957 Spartan Football team were national champions, one of six seasons in the team’s history in which they held that distinction, and thanks in no small part to Martin.  During that season, he scored 7 touchdowns and ran for over 600 yards.  But Martin is known for so much more than being a great Spartan running back.

Dr. Blanche Martin (DDS,  University of Detroit Dental School, 1967) was elected to the Michigan State University Board of Trustees in 1969, the first African American to hold the position.  He chaired the Board from 1974 to 1976, and served on the board until 1984.  Dr. Martin also made great strides in improving conditions for minorities at Michigan State, increasing minority hiring and enrollment.  Dr. Martin was also a co-founder of the College of Urban Development at Michigan State University.

A video of the October 26, 1957 game film against Illinois is available for viewing online at the MSU Archives & Historical Collections’ site for digital collections, On the Banks of the Red Cedar: http://onthebanks.msu.edu/Object/1-4-55F/msu-football-vs-illinois-1957/.  Other film reels from the 1957 season are available at the Archives, including most of the other games from that season, a highlights reel, and an “old timers” game reel!

If you would like to help preserve Spartan history and get this footage preserved and digitized for online access, please consider donating to the MSU Film and Video Preservation Fund (https://www.givingto.msu.edu/gift/?sid=1484). More information about the Film Fund can be found here: http://msutoday.msu.edu/news/2014/msu-archives-preserves-spartan-history/.

Written by Matthew Wilcox, Audiovisual Archivist

Editor’s note: Dr. Blanche Martin was interviewed for MSU’s Sesquicentennial Oral History Project in 2000.  The recording and transcripts are available on our On the Banks of the Red Cedar website: http://onthebanks.msu.edu/sohp/Object/2-D-E3/blanche-martin/.

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MSU Board of Trustees, 1969. (standing L to R) Don Stevens, Frank Hartman, Warren Huff, Frank Thompson (sitting L to R) Stephen Nisbet, Blanche Martin, C. Allen Harlan, Frank Merriman





Upcoming Holiday Schedule

15 12 2016
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Co-eds by the Rock during the winter of 1947-1948

Due to the upcoming Holidays, we have modifications to our Reading Room hours.

December 19-20:  By Appointment Only

December 21: Closed

December 22: By Appointment Only

December 23: Closed

December 26: Closed

December 27: By Appointment Only

December 28: Closed

December 29: By Appointment Only

December 30: Closed

January 2, 2017: Closed

Please contact the University Archives as soon as possible if you need to do research on the dates listed as “By Appointment Only” above.  Turn around on email and telephone reference questions may be longer than usual during this two week span. We are sorry for the inconvenience.

We will resume normal Reading Room hours on January 3, 2017.  Please check our website for hours during the Spring 2017 semester.

Happy Holidays!

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Cowles House surrounded by snow, late 1940s (A000478)





As the Semester Ends, It’s Time to Review Your Records!

7 11 2016

As we move closer to the end of the semester, it may be a good time to review your records and determine what you should keep in your office or transfer to the Archives in preparation for next year.

The Records Management Program is happy to accept transfer of both temporary and permanent records in paper format. We also accept transfer of permanent records in electronic format. Both permanent and temporary records can be sent to the Archives through our transfer process.

Permanent records have important historical value to the university and may include items such as meeting minutes, videos, reports, presentations, speeches, photographs, scrapbooks, and organizational histories. These records will be processed by the Archives and eventually become part of the University’s historical collection.

OLYMPUS DIGITAL CAMERATemporary records need to be retained for a specific period of time, and then can be destroyed once the retention period is met. Retention periods are set by the University’s records retention schedules. Please review the schedules for these retention periods. Temporary records sent to the Archives for storage will be retained until the end of their retention period; the Archives will then contact your office for approval to destroy the records. You may also destroy eligible temporary records in your office by completing and submitting an in-office records destruction form. Temporary records may include documents such as fiscal documents, student files, personnel files, search committee documentation, and general files.

If it has been a while since you have transferred records to the Archives, don’t worry. The Records Management program has developed three new video tutorials to assist you with records management forms and procedures.

These new videos cover three important topics:

These videos can also be found on the Archives website.

Whether you are new to the records management process or simply need a refresher, these tutorials will provide you with detailed instructions for completing key records management processes.

For additional information on transferring records to the Archives, please review the Archives website. You may also contact the University Archives at archives@msu.edu or 517-355-2330 for assistance.

Written by Hillary Gatlin, University Records Manager





Audiovisual Collections: 1960s College of Veterinary Medicine films

2 11 2016

Rainstorms can provide needed nourishment to dried-out grass and plants.  They can also promote an increase in the population of mosquitoes.  Water can be welcomed or cursed, depending on the situation.  During the end of August 2016, rain water and condensation leaking through indoor pipes caused concern for the safety of some archival materials.  Among some documents that were addressed for potential water damage were a set of nine 16mm film reels from the College of Veterinary Medicine.

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Upon initial inspection at least a couple of reels showed slight signs of warping, which may or may not have been caused by the recent rainfall.  One of the films was sticking to itself along the first few frames, so great care had to be taken to unspool the film and ensure that the emulsion was not being removed.  While some of the boxes housing the films experienced noticeable water damage, the movies were still in good condition overall.  Inspecting the films also generated interest in some of the titles (“Campus Scenes, Summer 1969”, “MSU Farms, 1966”, “Outside Lepto Barn, 1966”, etc.).

If you would like to help preserve Spartan history by getting this footage digitized for online access, please consider donating to the MSU Film and Video Preservation Fund (https://www.givingto.msu.edu/gift/?sid=1484). More information about the Film Fund can be found here: http://msutoday.msu.edu/news/2014/msu-archives-preserves-spartan-history/.

Written by Matthew Wilcox, Audiovisual Archivist