Information and Records Management

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