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Hobbs, M. K. (ed.) / The Wisconsin alumni magazine
Volume 27, Number 9 (July 1926)

The new Alumni Records office,   pp. 281-282


Page 281


The New Alumni Records Office
K   EEPING      the Wisconsin family
     album, following the movements of
every student who leaves the campus,
and perpetuating for him his contact
with the University and its affairs is the
job of the Alumni Records office, the
newest University business department,
established by the Board of Regents two
years ago this month.
consin systeim. For two years this
first under the direction of Dollar
Butts together and now. Butts alon
worked quietly but rapidly, tryin
build up records comparable to
obtained by other universities oK
period of a dozen years-digging
into old registration records, coI
old files, collecting clippings and ci
  The addressograph room in the Alumni Records Office. Here the names, addresses,
occupations, and degrees of alumni are embossed on metal plates in order
to be instantly
available in printed form. Letters to the entire alumni body can be addressed
by one
operator in four days. A     selective device on the electric addressing
machine makes it
possible to produce lists of almost any classification of alumni in any quantity
in a
short time.
staff,     The records of alumni collected thus
d and    far have been organized into the follow-
e, has   ing major files: (i) an alphabetical file
ng to    of all degree holders and all non-gradu-
those    ates who have attended at least one
ver a    semester at the University; (2) a file of
back     the same degree holders arranged ac-
pying    cording to the year in which they re-
orres-   ceived their degrees and by courses
         within the year divisions (to this file in
         the future will be added the cards of
         non-graduates according to the year in
         which they normally would have gradu-
  ___   ated}     ~I~oaddressograph~l atesl
        one for each graduate, and eventually
        one for each non-graduate, arranged
        geographically; (4) a file of registration
        cards filled out by the alumnus when a
        student; (5) a file of all faculty members,
        past and present; and (6) a file of folders,
        one for every graduate, -non-graduate,
        and faculty member, arranged alpha-
        betically.
           In its folder file the Records Office is
    gradually collecting and classifying an
        immense store of biographical material,
         perserving for each alumnus and his
         friends the newspaper clippings,, pic-
         tures, documents, and letters which tell
         the story of his life.
           The principal concern of the office has
         been and is now the finding of good ad-
         dresses for all the alumni-listed. In this
         wholesale Pinkerton job, every alumnus
   Inasmuch as there are 6oooo students
 (graduates and   non-graduates) who
 have gone out from the Hill, and 3,0oo
 ~moreg m  evry year, the job is a big
 one. But the University, holding to its
 well-conceived purpose of extending the
 campus to the boundaries of the state
 and to the home of every alumnus,-
 whether in Baraboo or China-con-
 siders the task eminently worth do-
 ing.
   For many years and until July, 1924,
the records of graduates were kept and
developed by the General Alumni As-
sociation, with University -support, but
the growth of the Association's activities
in other directions made necessary the
separation of the ever-increasing work of
record-keeping from the Association's
primary functions.
  The regents, looking forward to a
comprehensive program of direct Uni-
versity-alumni relationships, set up a
new records department in the Univer-
sity  administrative scheme, placing
John Dollard, '22, and Porter Butts, '24,
in charge as recorder and assistant     pon
recorder,                                  and
  A survey of record-keeping methods      men
in other institutions was promptly made   man
and a staff organized to put into effect  but
a completely new and all-inclusive Wis-   ever
   At 772 Langdon, in the rooms fo
 presidents; a staff of seven clerks is n
 up-to-date 300,ooo detailed recordsj
 the job of finding an alumnus when
 applications and commencement invi
 supplying countless University org
 grand assortment of alumni informa
lence, tracing, classifying, chec]
re-checking until now the der
t has a. record, scant to be sur
y cases, not only of every gradu
also of almost every student
entered the University.
*rmerly used as guest chambers by three University
iow busy throughout the year compiling and keeping
for 6oooo alumni and faculty members. Theirs is
6e becomes "lost," of gettingto him his football ticket
tations at the right time and at the right place, and of
anizations, individuals, and publications with a
uizon.
king    is invited to participate where he has
part-   the opportunity.
e in      It is important to the alumnus to be
ate,    correctly on record. It is through the
who     Alumni Records Office that he receives
                  (Continued on page 282)
Yuly, 1926
281


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