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UNC RM Listserv & Messages In an effort to provide a reference resource, listserv messages of substance will be posted here. Categories will be created as the number of messages increase. Share information via the listserv by sending email messages to: UNC-RM@LISTSERV.ECU.EDU. To subscribe to the listserv send the following message in the body of your email, without brackets: SUBSCRIBE UNC-RM [your name] And send the message to: LISTSERV@LISTSERV.ECU.EDU You don't need to put anything in the subject line. 
Janis Holder of UNC-CH Hi everyone, I guess I'll get this discussion started, since no one else seems to have jumped in. I just started as University Archivist at UNC-Chapel Hill in February, after spending most of my adult life at UNCG, where I trained under the infamous Betty Carter :-) and held the Assistant University Archivist position for 6 years. Here at UNC-CH, I have developed a split personality, since I oversee the records management function as well as the archives. Records management suffered a major setback here when the Records Management Program headed by Tim Sanford was given the axe about a year and a half ago. Luckily, the Library rescued Frank Holt's position and brought him in under the University Archives and Records Service umbrella, with the goal of records management in support of University Archives. Without the resources previously available when the RM Program was fully funded, however, Frank has had to redefine our priorities toward the development of "records modules" to cover specific types of records (personnel, student, financial, etc.) - perhaps a topic for a future meeting? - as well as continuing to schedule UNC General Administration and individual units on campus. Like everyone else, we've got too much to do and not enough staff to do it with, and we have been inundated with requests to transfer records this summer. We are also running out of space! One major project we are working on now is new disposition instructions for EPA personnel records, completion of an EPA personnel records module, and a proposal to microfilm the inactive records which are in 5 different locations on campus. I'm looking forward to seeing everyone in September, and I'm very excited about this group working together and sharing experiences and opinions with one another. See you all soon, Janis Hal Keiner of ASU
Colleagues: I'm looking forward to our meeting on September 10. As many of you know, I have been on the job for a little over a year now, and I am enjoying my work thoroughly. Most of last year was spent dealing with the transfer of the University Archives to the University Library, a process that has had many bureaucratic twists and turns, mostly regarding money. However, in the long run, this change will be for the better. Ground was broken in April for the new ASU library, and when that building is completed in about two years, the University Archives will co-locate on the fourth floor with the Appalachian Collection, the Stock Car Racing Collection, and several miscellaneous collections of rare books and manuscripts to form a true Special Collections. We will then centralize our Records Center operations in the library stacks of D. D. Dougherty Hall, which served as the ASU library from 1930 to 1968. This is not great space, but it is an improvement over the basement we now use in another campus building. Moreover, it will keep us near the center of the campus, a real advantage logistically. My background is corporate archives. I began my career in Hartford, CT working for, successively, United Technologies, The Travelers, and CIGNA Corp. In 1997 I moved to NC and served as Archivist & Historian for the Biltmore Company until 2002 when I joined ASU as University Archivist and Director of Records Management. Assistant Records Manager, Mark Brittain, will also attend the meeting. Mark supervises day-to-day records management operations, and is a long-time ASU employee. We have several near term concerns. First, we would like to replace our current software with a modern, integrated records management package that will automate procedures for transferring records, help us control the contents of our records center, notify staff and users of expiring retention, and tie together our schedules and holdings. Second, we are struggling to deal with the turmoil created by various ASU building projects which challenges efforts to pick up and deliver records in a timely manner. Third, because we are unsure of when buildings will be completed, occupants moved, and space made available, it is difficult to write a comprehensive plan for our records center. Fourth, we are behind the curve in developing an overall strategy to manage electronic records. Finally, we need to address the issue of training staff in campus offices on good record keeping practices and the proper procedures for transferring records. I suspect that many of these concerns are shared by members of this list. Hal Madeleine Bagwell Perez of UNCC
Everyone, Sorry to be so late in joining this forum. It's been a hectic summer both at work and at home. When I became University Archivist at UNC Charlotte in 1993 I found a well-organized collection and a records management program that has been active since 1970--just 5 years after UNC Charlotte became the fourth campus of the UNC System. The folks at the State Archives had done our first survey/schedule for the university and Robin Brabham, Dennis Lawson, and Jim Rogerson had worked hard to keep schedules updated for the campus offices. We have records transferred regularly from all the administrative offices, most of the colleges, a number of departments/offices, and other programs. We also have the records of our predecessors: Charlotte Center of UNC, and Charlotte College. At UNC Charlotte the University Archivist is the "source of all information about records retention/disposition" according to the General Counsel's office. That support is very helpful for us. Problems facing us in the future include lack of space [top priority], lack of time/personnel to process materials, and issues related to the retention/disposition/security of electronic records [the campus has created a taskforce]. Madeleine Adina Riggins of UNCW
Hi,
I am glad to be on this list and hear all your news. At UNCW, we have been busy merging some space, so that now Archives and Special Collections share a common reading room. Yea! This helps with staffing, etc. As Archivist/Special Collections Librarian, I have many duties that are more of the Special Collections variety, such as planning exhibits, doing oral histories, providing reference services, etc. I was glad to sponsor 2 Records Management workshops since I've been here, one in 2001 and the other in 2002. Ed Southern came to UNCW and spoke to faculty and staff on both of these occasions. I am afraid I will have to miss the September meeting because I teach Freshman Seminar on that day. Please keep in touch, and I'll do the same. Ed Southern of DCR
Dear Colleagues: I commend Suellyn for her initiative in setting up this listserv. I foresee its becoming a valuable resource for us as we tackle the ever-changing (and ever-growing!) universe of records, particularly the electronic variety. I have already had extensive contacts with some of you in the UNC system. I look forward eventually to seeing and contacting all of you. I know that times are rough, but I especially hope that each of you can make the meeting scheduled for September 10. Thanks to Barbara for facilitating this upcoming meeting. My own background has one practical link, though at a growing distance in time, to the problems that each you individually face in your various institutions. I was the records manager and archivist at Appalachian State from 1986 to 1992. Before that, I spent six years at Duke as the Assistant University Archivist. Since 1992, I have been in Raleigh with Archives and Records, with responsibility for scheduling state agency and University records and generally handling requests for help or advice on records management issues. While no longer on the front line, I have still had, through my contacts with you, more than a passing acquaintance with the changes in records issues and problems in the University setting. You remain the educating force for me. I'll see you in September. In the meantime, note my phone number and email address and don't hesitate to contact me if necessary. Keep this listserv in mind, too, for our common problems and issues. Ed Southern Barbara Tookey of UNCG
Greetings Fellow Colleagues! Please let me introduce myself, I am Barbara Tookey, Records Officer for UNCG. What an adventure records management has been for me! Other than coming from the financial investing environment where records schedules are meticulously adhered to (amazing what a surprise audit can do!), I knew virtually nothing about the profession of records management when I was assigned the responsibility. (I can almost hear the collective grown from those highly training Archivists.) Actually, Betty Carter, UNCG Archivist, was kind enough at my beginning to warn me about being careful not to call Archivists, ArchIvists. I am grateful to her for this important training as well as the continued coaching she gives to me. Like many of you, I have multiple job responsibilities. I report directly to the Vice Chancellor of Information Technology and Planning who is responsible for records management. For what I lack in time allotted to records management, I make up for with the support of many wonderful and talented people. I am very excited about the prospect of being able to use this listserve and our meetings to share our concerns, problems, and ideas. My thanks to Suellyn for her fine work and commitment to making a "wouldn't it be nice if..." turn into a reality. Sincerely,
Barbara
Message sent to the Records Management List Date: Fri, 19 Sep 2003 15:17:46 -0400 Subject: University system RM/Archivists groups? Hello list,
I am curious if there are any others out there who are part of an organized group of either archivists or records managers (or both) in state-supported institutions of higher education that are part of a larger state-wide university system. For example, in the state of North Carolina, the University of North Carolina System includes 17 different institutions, and each campus has at least one individual who is responsible for records management/archives on that campus. After a 2-year hiatus, we have just recently re-instated the practice of getting these individuals together for periodic meetings at a central location, and have had presentations and discussions about records management issues that are common to each campus. Our feeling is that these meetings will not only facilitate communication between UNC system records managers and archivists, but may very well lead to an environment in which policies and guidelines could be formulated and presented to UNC system administrators. We are especially hopeful that the "strength in numbers" theory will make a real difference on our campuses, particularly in the electronic records arena. I am interested in finding out whether other groups such as ours exist in other states for several reasons: 1. I think there's real potential for some valuable information-sharing, state to state. In many cases, we may be able to help each other avoid "reinventing the wheel." 2. If we can show that certain programs or ideas are successful in other states, it often gives us more leverage when dealing with campus administrators and policy-makers. 3. There may even be potential for a collaborative effort of some sort that might lead to grant funding. 4. I think there's potential for a most excellent session at a future SAA or ARMA meeting, and would love to talk with someone else who's interested in pursuing this idea.
Thanks in advance, Janis Janis Holder, University Archivist
Manuscripts Dept.
CB#3926, Wilson Library
University of North Carolina at Chapel Hill
Chapel Hill, NC 27514-8890
919-962-0043
holderj@email.unc.edu
Date: Sat, 20 Sep 2003 08:14:58 -0700
Subject: Re: University system RM/Archivists groups? Couple things... Interestingly enough, RECMGMT-L was started by a group of university records managers who wanted to do exactly what you suggest. That was back when only academics knew about the Internet and before all of us commoners ruined it for them. As Steve suggests, there is an ISG for educational institutions. That ISG also has a discussion area on the ARMA Member Forum. That's another place to get together, although the Forum only has a little over 800 members (compared to around 2000 total here). I'm not sure if that ISG is meeting in Boston, but historically, ISGs have had get-togethers at Conference of one sort or another. Patrick Cunningham, CRM Date: Mon, 22 Sep 2003 10:27:59 -0500
Subject: University System Rm /Archivist groups Janis, In the late 1980's there was a program session at SAA in Seattle on higher ed systems and collaborative records program efforts, particularly system-wide records scheduling efforts. It might be interesting, as you suggest, to have that type of session presented again; perhaps at both ARMA and SAA. There are a number of avenues that could be explored in such a session. A couple of other thoughts- * The Jt ARMA / SAA Committee is always interested in learning of collaborative program/educational opportunities that bring the two records professions more closely in touch with each other. Aimee Felker at NARA is the current chair of the Joint Committee, aimee.felker@nara.gov If you have specific program proposal ideas or suggestions, I am sure Aimee would appreciate hearing from you. *In addition to the ARMA Educational Institutions ISG, the Archives ISG and the SAA Records Management Roundtable are also very interested in topics that are of interest to both professions. The two groups jointly produce a newsletter and there is a listserv with members from both organizations. * Not strictly a system of higher ed, but the archivists/records managers in the CIC institutions (Big Ten plus University of Chicago and Penn State) have been working on some collaborative efforts. Some, not all, of these institutions are members of larger higher ed systems in their states. The group was successful in developing a statement on Standards for Electronic Records Policy and also began work in a couple of specific areas. The Statement and other information is available at http://www-personal.umich.edu/~deromedi/CIC/cic.htm Hope that is helpful to you. Nancy
Nancy Kunde, CRM, CA
University of Wisconsin-Madison Records Officer
B134 Memorial Library
728 State St.
Madison, WI 53532
nkunde@library.wisc.edu
Date: Mon, 22 Sep 2003 09:01:27 -0700
From: Chris Flynn
Subject: Re: University System Rm /Archivist groups There is also EDUCAUSE. They used to have a fairly active group under Helen Samuels. Date: Wed, 24 Sep 2003 09:55:00 -0700
From: Chuck Piotrowski
Subject: Re: University system RM/Archivists groups? The University of California (10 campuses & 3 labs) has a "University Records Management Committee" that meets twice a year. It historically consisted of the records coordinators for each campus and the Office of the President [UC's HQ in Oakland (No, Berkeley is not the HQ, nor is it THE University of California :-0)]. However, recently the meetings have progressed to include representatives from the UC Archivists Committee, the records managers for the UC Labs and will probably soon include repetitive from the UC IT policy and operations groups at the Office of the President. UC Archivists Council:
http://sun3.lib.uci.edu/~jljacobs/ucac/ucac.html
UC Records Management: http://www.ucop.edu/irc/recman/ Date: Thu, 25 Sep 2003 18:26:14 -0400
From: Jeffrey Carter
Subject: Re: University system RM/Archivists groups? Dear Ms. Holder, Steve Whitaker is correct about ARMA International's interest in and support of the growing number of records managers who also serve as institutional / corporate archivists. ARMA has just restructured the organization of the Industry Specific Groups (ISG's) into groupings that focus on content (information and/or subject matter) that directly apply to each ISG. In this case, the Education Sector consists of the Archives ISG, Educators ISG, and the Educational Institutions ISG. We will soon have our own web page on ARMA's site, and we will have a Sector newsletter that provides Content to each of these Sectors. I welcome any articles you wish to provide, and if you wish to join ARMA I encourage you and anyone else who is interested to become a "Content Advisor for the Education Sector." These are persons who volunteer their time to provide direct advice and assistance to those seeking information, and/or who write articles for the Sector website. In addition to this program, ARMA and SAA have a Joint Committee that meets at each conference to discuss ideas for future topics, speakers, and presentations at each organization's annual conference. Aimee Felker Chairs this group, the ARMA representative is Diane Carlisle, and Sarah Polirer has agreed to be the Education Sector Advisor to the Joint Committee. At the ARMA conference in Boston next month, the Education Sector Networking Session will include discussion of the new Education Sector and its goals. In addition, I will give a presentation that grew from a discussion I had last year with Virginia Krumholz. In this presentation I will address the need to manage archives as archives, rather than attempting to use library methods and practices to manage archives. I hope this presentation will be beneficial to the members of each ISG within the Education Sector. I hope you can attend the ARMA International Conference, but if not, please stay tuned to the ARMA website for content relevant to the Education Sector. Sincerely, Jeffrey E. Carter
Records Management Officer Content Manager & Institutional Records Archivist Education Sector
US Holocaust Memorial Museum
ARMA International
jcarter@ushmm.org
202-314-0339 Date: Fri, 26 Sep 2003 11:45:38 -0500
From: Rhonda Boehm
Subject: Re: University system RM/Archivists groups? Janice, I work at M. D. Anderson Cancer Center in the Records Management Department. We are part of the University of Texas, which is part of the State of Texas. I have been here 14 years. Recently, in the past few years, Anderson has also hired an archivist. We have been involved with the Health ISG, and the Government ISG's from time to time, but most ISG's seem more narrowly defined than my job duties. Maybe a broader sweep of the ISG's would cover our interests better. Rhonda K. Boehm
Records Management Analyst
Records Management
M. D. Anderson Cancer Center
Houston, TX 77054
Phone: 713-563-2268
Fax: 713-563-2967
Email: rboehm@mdanderson.org Date: Fri, 26 Sep 2003 15:15:28 -0400
From: Janis Holder
Subject: RM/Archivists Groups My sincere thanks to all who posted such helpful responses to my query about other states with system-wide archivists and records managers groups. Though a lot of responses pointed me in the direction of both ARMA ISGs and the Joint ARMA/SAA committee as resources, there were a couple who mentioned specific groups, such as those at the University of California and those in the CIC institutions (Big Ten plus U of Chicago and Penn State). All of these resources will be helpful to us in the future, and I greatly appreciate the information-sharing that exists on this listserv. Thanks again, Janis Janis Holder, University Archivist
Hello Everyone! I need your help. 1) For undergraduate and graduate student records, is your institution currently microfilming these records?
2) Also, are any of the Admissions Offices (graduate and undergraduate) going paperless?
3) At your institution, are the graduate school records treated and maintained separately from the undergraduate, or
4) at some point do the graduate records transfer to the Registrar? A simple yes or no would be sufficient. I need to know what everyone else is doing to help build or close my case, so please do respond. THANK YOU!!
Barbara Tookey Hi Barbara: My responses below are for UNC-CH. I hope this info is helpful. - Frank 1) For undergraduate and graduate student records, is your institution currently microfilming these records?
Yes. Electronic academic records are being filmed/fiched for undergraduates and graduates. 2) Also, are any of the Admissions Offices (graduate and undergraduate) going paperless?
Yes. Moving in this direction, but not 100% yet. 3) At your institution, are the graduate school records treated and maintained separately from the undergraduate, or
Yes. These functions are not combined into one shop. Office of Undergraduate Admissions and The Graduate School process records separately. Electronic academic records are maintained for all schools/departments (UG and The Graduate School) by the Office of University Registrar, except for the School of Medicine who maintain their own electronic academic records since 1991. 4) at some point do the graduate records transfer to the Registrar?
Records for Masters and PhD students are maintained in The Graduate School, except for some of professional schools who maintain them separately in their school's Registrar Office. Frank Holt Everyone,
The answers for UNC Charlotte are below.
Madeleine 1) For undergraduate and graduate student records, is your institution currently microfilming these records?
MBPerez response: The Registrar's office no longer microfilms student records. 2) Also, are any of the Admissions Offices (graduate and undergraduate) going paperless?
MBPerez response: Both the admissions office and the registrar are implementing non-paper procedures. 3) At your institution, are the graduate school records treated and maintained separately from the undergraduate, or
4) at some point do the graduate records transfer to the Registrar?
MBPerez response: The official graduate student records reside in the registrar's office. Undergraduate and graduate records are maintained separately. The graduate school maintains the records for two years before transferring them to the registrar's office; many of these records are electronic in nature. Each college also maintains records for their graduate students. These records are scheduled for destruction according to current R/D schedules in place for each college. Madeleine Perez Barbara,
At ECU the records have moved from being microfilmed to being put on cd-rom straight out of the Registrar's database, 10 years after they become inactive. The Registrar keeps a copy of the cd and one is sent to the archives for security storage. I'm in the middle of a new draft schedule for the Admissions Office - it is mostly paperless. They will be getting rid of the remaining paper within the next 2 - 3 years. See attached. Let me know if that doesn't come through. The Registrar maintains both undergrad and grad official records. The Colleges and Schools that have graduate programs have reference copies of grad records. Only the Medical School maintains separate graduate records permanently. That may change over time. There are only 25 students admitted annually and only about 30 years of records. Good luck! Suellyn Lathrop Attachment - Draft Schedule for Admissions Office
EAST CAROLINA UNIVERSITY
ACADEMIC AFFAIRS
ADMISSIONS OFFICE
Item _____ ADMISSIONS STATISTICAL DATABASE FILE. Electronic and paper records concerning student admissions statistics. File includes demographic data, date of admission, statistical reports and other related information. File maintenance and backup procedures are conducted by Information Technology & Computing Services (ITCS).
DISPOSITION INSTRUCTIONS: Transfer statistical reports to University Archives after five years for appraisal and final disposition. Destroy statistical reports in office when reference value ends. Erase/destroy data from database after 10 years. Update database in office routinely. Item _____ POST OFFICE REPORT (ELECTRONIC) FILE. Electronic and paper records concerning mailings of catalogs, bulletins and other admissions information to potential students.
DISPOSITION INSTRUCTIONS: Erase/destroy in office after 3 years. Item 27511. STUDENT ADMISSION APPLICATION DATABASE FILE. Electronic and paper records of student admission applications. File includes applications, transcripts, SAT scores, correspondence, and decision letters. (Comply with applicable provisions of 20 USCA 1232g regarding confidentiality of records.)
DISPOSITION INSTRUCTIONS: Destroy paper records upon verification of entry into database. Transfer accepted application files to the Registrar’s Office at end of each calendar year. Destroy in office rejected and incomplete applications after 1 year. Hi Barbara,
The answers for NC A&T are found below. 1) For undergraduate and graduate student records, is your institution currently microfilming these records?
A&T - Yes 2) Also, are any of the Admissions Offices (graduate and undergraduate) going paperless?
A&T - no 3) At your institution, are the graduate school records treated and maintained separately from the undergraduate, or 4) at some point do the graduate records transfer to the Registrar?
A&T - Yes, records are maintained separately. Gloria Pitts
Please save this message for future reference, especially if this is the first time you are subscribing to an electronic mailing list. If you ever need to leave the list, you will find the necessary instructions below. Perhaps more importantly, saving a copy of this message (and of all future subscription notices from other mailing lists) in a special mail folder will give you instant access to the list of mailing lists that you are subscribed to. This may prove very useful the next time you go on vacation and need to leave the lists temporarily so as not to fill up your mailbox while you are away! You should also save the "welcome messages" from the list owners that you will occasionally receive after subscribing to a new list. To send a message to all the people currently subscribed to the list, just send mail to UNC-RM@ECUMAIL7.ECU.EDU. This is called "sending mail to the list," because you send mail to a single address and LISTSERV makes copies for all the people who have subscribed. This address (UNC-RM@ECUMAIL7.ECU.EDU) is also called the "list address." You must never try to send any command to that address, as it would be distributed to all the people who have subscribed. All commands must be sent to the "LISTSERV address," LISTSERV@ECUMAIL7.ECU.EDU. It is very important to understand the difference between the two, but fortunately it is not complicated. The LISTSERV address is like a FAX number that connects you to a machine, whereas the list address is like a normal voice line connecting you to a person. If you make a mistake and dial the FAX number when you wanted to talk to someone on the phone, you will quickly realize that you used the wrong number and call again. No harm will have been done. If on the other hand you accidentally make your FAX call someone's voice line, the person receiving the call will be inconvenienced, especially if your FAX then re-dials every 5 minutes. The fact that most people will eventually connect the FAX machine to the voice line to allow the FAX to go through and make the calls stop does not mean that you should continue to send FAXes to the voice number. People would just get mad at you. It works pretty much the same way with mailing lists, with the difference that you are calling hundreds or thousands of people at the same time, and consequently you can expect a lot of people to get upset if you consistently send commands to the list address. You may leave the list at any time by sending a "SIGNOFF UNC-RM" command to LISTSERV@ECUMAIL7.ECU.EDU. You can also tell LISTSERV how you want it to confirm the receipt of messages you send to the list. If you do not trust the system, send a "SET UNC-RM REPRO" command and LISTSERV will send you a copy of your own messages, so that you can see that the message was distributed and did not get damaged on the way. After a while you may find that this is getting annoying, especially if your mail program does not tell you that the message is from you when it informs you that new mail has arrived from UNC-RM. If you send a "SET UNC-RM ACK NOREPRO" command, LISTSERV will mail you a short acknowledgement instead, which will look different in your mailbox directory. With most mail programs you will know immediately that this is an acknowledgement you can read later. Finally, you can turn off acknowledgements completely with "SET UNC-RM NOACK NOREPRO". Contributions sent to this list are automatically archived. You can get a list of the available archive files by sending an "INDEX UNC-RM" command to LISTSERV@ECUMAIL7.ECU.EDU. You can then order these files with a "GET UNC-RM LOGxxxx" command, or using LISTSERV's database search facilities. Send an "INFO DATABASE" command for more information on the latter. This list is available in digest form. If you wish to receive the digested version of the postings, just issue a SET UNC-RM DIGEST command. Please note that it is presently possible for other people to determine that you are signed up to the list through the use of the "REVIEW" command, which returns the e-mail address and name of all the subscribers. If you do not want your name to be visible, just issue a "SET UNC-RM CONCEAL" command. More information on LISTSERV commands can be found in the LISTSERV reference card, which you can retrieve by sending an "INFO REFCARD" command to LISTSERV@ECUMAIL7.ECU.EDU. |
