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Information and Records Management

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 .

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Information and Records Management

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  1. Information and Records Management An archivist’s experience at UNCW Adina L. RigginsArchivist/Special Collections LibrarianUNC-Wilmington UNC System Records Managers MeetingUNC-Greensboro March 31, 2004

  2. Records managers wear many hats • Librarians (Reference, Special Collections, Collection Development, Exhibits, Special Projects) • Archivists (Arrangement and Description, Accessioning, Collection Development, Outreach, Reference, Instruction)

  3. Why do records management? • NCGS 121 North Carolina Archives and History Act • NCGS 132 Public Records Law • Cost savings http://www.theimpros.com/im/case.html Cost Reduction/Avoidance Case Study University of Tennessee – Knoxville

  4. NCGS 132.8 • § 132-8. Assistance by and to Department of Cultural Resources. The Department of Cultural Resources shall have the right to examine into the condition of public records and shall give advice and assistance to public officials in the solution of their problems of preserving, filing and making available the public records in their custody. When requested by the Department of Cultural Resources, public officials shall assist the Department in the preparation of an inclusive inventory of records in their custody, to which shall be attached a schedule, approved by the head of the governmental unit or agency having custody of the records and the Secretary of Cultural Resources, establishing a time period for the retention or disposal of each series of records….

  5. From the perspective of an archivist • Publicize to campus community that the university archives is the locale for history of the university • Spread the word, generating more reference inquiries, increase of patrons • Enhance good will between archives and staff/faculty of university

  6. Thirst for knowledge • During SACS Self-Study and other accreditation processes, demand for information increases • UNCW planned a records management workshop – first one in 7 years • 91 RSVP’s in 2001 • 54 RSVP’s in 2002

  7. Records Workshop at UNCW – 2001 • Guest Speaker Dr. Ed Southern • November 7, 2001 • Publicized in staff media; sent out over 400 flyers; made calls • Reception

  8. Records Workshop at UNCW – 2001

  9. Records Workshop at UNCW – 2001

  10. Records Workshop at UNCW – 2002 • “Taking Care of Business”: Managing, Preserving, and Filing Authentic Public Electronic Records in N.C. State Government • Speaker: Dr. Ed Southern • October 1, 2002

  11. Records Workshop at UNCW – 2002

  12. Flyer 2001

  13. Flyer 2002

  14. Since the workshops: Theme is “Use what you have” • University Records Retention and Disposition General Schedule (1991) • Individual institution records schedules • Publicize the arrival of the new University Records Retention and Disposition General Schedule (2004)

  15. Since the workshops • Answer questions from staff at UNCW about records scheduling; some questions from faculty about electronic records issues • Continue to accept records transfers to archives • Use a PastPerfect database as accession register – good place to store information about collections

  16. New things • Use of the Form GRB-RC5 • “Request and Approval of Unscheduled Records Disposal”

  17. New things, continued • Use of the Public Record Series Listing Form 99-S • For adding or changing records series on existing schedules

  18. New things, continued • Generated a revised records schedule for the Science and Mathematics Education Center, using the 99-S • E-mail speeds up the process of revision • Good to start small – smaller departments or offices

  19. Plans for the future • Will publicize the new University General Schedule at UNCW • Am currently working with Watson School of Education to revise their records schedule • Will continue to use records management tools and background to gather historical information for archives and to advise offices on retention and disposition

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