information and records management
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Information and Records Management. An archivist’s experience at UNCW. Adina L. Riggins Archivist/Special Collections Librarian UNC-Wilmington. UNC System Records Managers Meeting UNC-Greensboro March 31, 2004. Records managers wear many hats. - PowerPoint PPT PresentationTRANSCRIPT
Information and Records Information and Records ManagementManagement
An archivist’s experience at An archivist’s experience at UNCWUNCW
Adina L. RigginsArchivist/Special Collections LibrarianUNC-Wilmington
UNC System Records Managers MeetingUNC-GreensboroMarch 31, 2004
Records managers wear many hatsRecords managers wear many hats
Librarians (Reference, Special Collections, Librarians (Reference, Special Collections, Collection Development, Exhibits, Special Collection Development, Exhibits, Special Projects)Projects)
Archivists (Arrangement and Description, Archivists (Arrangement and Description, Accessioning, Collection Development, Accessioning, Collection Development, Outreach, Reference, Instruction)Outreach, Reference, Instruction)
Why do records management?Why do records management?
NCGS 121 NCGS 121 North Carolina Archives and History ActNorth Carolina Archives and History Act
NCGS 132NCGS 132Public Records LawPublic Records Law
Cost savingsCost savingshttp://www.theimpros.com/im/case.htmlhttp://www.theimpros.com/im/case.htmlCost Reduction/Avoidance Case Study Cost Reduction/Avoidance Case Study
University of Tennessee – KnoxvilleUniversity of Tennessee – Knoxville
NCGS 132.8NCGS 132.8 § 132-8. Assistance by and to Department of § 132-8. Assistance by and to Department of
Cultural Resources.Cultural Resources. The Department of Cultural Resources shall have the The Department of Cultural Resources shall have the right to examine into the condition of public records right to examine into the condition of public records and shall give advice and assistance to public officials and shall give advice and assistance to public officials in the solution of their problems of preserving, filing in the solution of their problems of preserving, filing and making available the public records in their and making available the public records in their custody. When requested by the Department of custody. When requested by the Department of Cultural Resources, public officials shall assist the Cultural Resources, public officials shall assist the Department in the preparation of an inclusive inventory Department in the preparation of an inclusive inventory of records in their custody, to which shall be attached a of records in their custody, to which shall be attached a schedule, approved by the head of the governmental schedule, approved by the head of the governmental unit or agency having custody of the records and the unit or agency having custody of the records and the Secretary of Cultural Resources, establishing a time Secretary of Cultural Resources, establishing a time period for the retention or disposal of each series of period for the retention or disposal of each series of records….records….
From the perspective of an archivistFrom the perspective of an archivist
Publicize to campus community that the Publicize to campus community that the university archives is the locale for history of university archives is the locale for history of the universitythe university
Spread the word, generating more reference Spread the word, generating more reference inquiries, increase of patronsinquiries, increase of patrons
Enhance good will between archives and Enhance good will between archives and staff/faculty of universitystaff/faculty of university
Thirst for knowledgeThirst for knowledge
During SACS Self-Study and other During SACS Self-Study and other accreditation processes, demand for accreditation processes, demand for information increasesinformation increases
UNCW planned a records management UNCW planned a records management workshop – first one in 7 yearsworkshop – first one in 7 years
91 RSVP’s in 200191 RSVP’s in 2001 54 RSVP’s in 200254 RSVP’s in 2002
Records Workshop at UNCW – 2001Records Workshop at UNCW – 2001
Guest Speaker Dr. Ed Guest Speaker Dr. Ed SouthernSouthern
November 7, 2001November 7, 2001 Publicized in staff Publicized in staff
media; sent out over media; sent out over 400 flyers; made calls400 flyers; made calls
Reception Reception
Records Workshop at UNCW – 2001Records Workshop at UNCW – 2001
Records Workshop at UNCW – 2001Records Workshop at UNCW – 2001
Records Workshop at UNCW – 2002Records Workshop at UNCW – 2002
““Taking Care of Taking Care of Business”: Managing, Business”: Managing, Preserving, and Filing Preserving, and Filing Authentic Public Authentic Public Electronic Records in Electronic Records in N.C. State N.C. State GovernmentGovernment
Speaker: Dr. Ed Speaker: Dr. Ed SouthernSouthern
October 1, 2002October 1, 2002
Records Workshop at UNCW – 2002Records Workshop at UNCW – 2002
Flyer 2001Flyer 2001
Flyer 2002Flyer 2002
Since the workshops: Theme is Since the workshops: Theme is “Use what you have”“Use what you have”
University Records Retention and University Records Retention and Disposition General Schedule (1991)Disposition General Schedule (1991)
Individual institution records schedulesIndividual institution records schedules Publicize the arrival of the new University Publicize the arrival of the new University
Records Retention and Disposition General Records Retention and Disposition General Schedule (2004)Schedule (2004)
Since the workshopsSince the workshops
Answer questions from staff at UNCW about Answer questions from staff at UNCW about records scheduling; some questions from records scheduling; some questions from faculty about electronic records issuesfaculty about electronic records issues
Continue to accept records transfers to Continue to accept records transfers to archivesarchives
Use a PastPerfect database as accession Use a PastPerfect database as accession register – good place to store information register – good place to store information about collectionsabout collections
New thingsNew things
Use of the Form GRB-RC5Use of the Form GRB-RC5 ““Request and Approval of Unscheduled Records Request and Approval of Unscheduled Records
Disposal”Disposal”
New things, continuedNew things, continued
Use of the Public Record Series Listing Form 99-SUse of the Public Record Series Listing Form 99-S For adding or changing records series on existing For adding or changing records series on existing
schedulesschedules
New things, continuedNew things, continued
Generated a revised records schedule for Generated a revised records schedule for the Science and Mathematics Education the Science and Mathematics Education Center, using the 99-SCenter, using the 99-S
E-mail speeds up the process of revisionE-mail speeds up the process of revision Good to start small – smaller departments or Good to start small – smaller departments or
officesoffices
Plans for the futurePlans for the future
Will publicize the new University General Will publicize the new University General Schedule at UNCWSchedule at UNCW
Am currently working with Watson School of Am currently working with Watson School of Education to revise their records scheduleEducation to revise their records schedule
Will continue to use records management Will continue to use records management tools and background to gather historical tools and background to gather historical information for archives and to advise information for archives and to advise offices on retention and dispositionoffices on retention and disposition