2/6/2007
Hello all,
I thought you all might appreciate an update on yesterday's meeting with Betsy Bunting and Dr. Harold Martin, UNC GA Senior Vice President for Academic Affairs. Madeleine, Barb, Caroline and I attended, as did Lisa Adamson, Dr. Martin's Assistant. Barb distributed copies of the latest draft (January 2007) of the schedule. After introductions, Betsy began by giving Dr. Martin a brief synopsis of the need for the schedule, the role of DCR in developing and disseminating the previous general schedules, the need for the revision, and the group that worked to draft it and was now seeking his assistance in approving and disseminating it to the UNC System campuses. We chatted a bit about the fact that some campuses had some positions responsible for records management with a good number of program schedules already developed, but that many of the System campuses were relying on the general schedule to guide them in implementing RM on their campuses and had no staff to devote to RM. He asked some great questions, and got right to the heart of the matter.
Where is RM typically located? As a University business function, is it better under the Library/Archives or under IT? Barb was a great case in point here - she told him she reported to the VC for ITS, was 3/4 time, and wore about 5 different hats, with RM being only one of her responsibilities. We pointed out that the rest of us pretty much live in the Library, and that, with a few exceptions, RM is not our sole job function.
Dr. Martin got right behind our effort, suggesting to Lisa that they get the necessary approval and signature sheet from DCR, draft a memorandum to accompany the schedule (stressing the importance of RM and the need for each campus to have at least a 1/2-time position devoted to RM), get President Bowles to sign off on it, and send it out to the Chancellors.
This has pretty much been the process in the past, but with Dr. Martin pushing it and adding the cover memo, we think it will have more impact.
Dr. Martin, Betsy, and Lisa will get together and finalize the memo/letter before the schedule is issued. Barb is supplying Lisa with the names/titles of the working group and the latest draft of the schedule in electronic form. I assume that Ron Leach will work with Betsy to supply the necessary signature sheet and signatures from DCR.
One thing we can do in the meantime is send Lisa our ideas about the RM position description. Barb mentioned after the meeting that we should definitely stress training and education as the most important component of the job, and I think she is right. With the general schedule in place, a 1/2-time person could devote more time to guidance, training, and education - in addition to scheduling unique records series that are not included in the general schedule. (We all know this is more than a half-time job, but we have to start somewhere!) I have cc'd Lisa Adamson on this email, and will attach the latest
job ad for our RM position here at UNC-CH. Those of you who have job descriptions in electronic format could simply reply to this email and attach your files. If not, just a reply to the email with your ideas would ensure that Lisa hears from all who want to contribute.
So, we are close, there is hope, this is happening - and happening with the backing of GA's Senior VP for Academic Affairs!
Cheers,
Janis Holder
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Janis and everyone--
Thank you for letting us know as soon as possible. This sure looks promising.
I wonder for the RM position description if it would be inappropriate to provide something gradated to show that while a 1/2 position is a start, a lot more can be done with additional resources.
- 1/2 time position - education, training, and some scheduling
- full time position - all of the above plus surveying and full scheduling
- multiple-position program - all of the above plus (maybe) overseeing centralization of record storage or addressing electronic records issues
Just a thought, and those who attended the meeting would know best how well this would fly. Anyway, great work and great news!
Todd Kosmerick
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2/7/2007
Janis,
Thanks to everyone for meeting with Vice President Martin and reporting to the group!
I appreciate Todd's comments as well regarding future of the position. In light of that, since there are two records centers in the system and probably a need for others or a system wide one in the future, should we send a job description of the records center manager as well? The job description mentions a 1/2 time research assistant. Is that the consensus of what would be the most helpful?
I think electronic records have to be stressed more. In the job description it states records in all formats and I know what that means, but will the people we are sending this to get it? Would it help to spell that out, paper and electronic records. And, my personal opinion, it would be helpful to move records management into IT especially with the implementation of Banner.
I hope everyone on the list will participate in this discussion.
Was there any kind of time table discussed about when the schedule and other documentation would go forward?
I'm not sure Lisa Adamson was copied on your email b/c she's not showing up when I hit reply to all . . .
Again, thanks for being at the meeting and reporting back. Let me know what needs to be done.
Suellyn Lathrop
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In light of Suellyn's comments, perhaps I should clarify my original email. I have forwarded Todd's comments to Lisa Adamson because it looked like Lisa was not cc'd on his email. I checked my original email and she was cc'd on that, so I'm not sure why her name wouldn't come up when you choose "Reply All" so, for the record, if it looks like Lisa is not getting your emails, I will forward them to her.
To clarify: the job ad I attached was for my recent University Records Manager position (Caroline's current position) and was not meant to be all-encompassing. It would be most helpful, if you have a position description in electronic format that includes what you feel to be important job functions, you will attach those when you reply to the email. Otherwise, I will simply forward your responses to Lisa if she is not copied on your email. What Lisa is going to do with all this input, I am not sure, but hopefully she will ask questions when she needs clarification and give us a chance to comment on the cover memo when it is drafted.
Suellyn, I understand your comments about the need for records center management and also the need to stress electronic records management.
Any further input from you about that would be greatly appreciated, especially if you have a position description that includes them!
Thank you all for your valuable input, and please continue to send your comments.
Janis Holder
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Greetings everyone, I had emailed Lisa the following job responsibilities from my PMP. She emailed me back with a great question. She wanted to know if everyone across the system would share these same types of responsibilities. So, please let me know if you DO NOT do any of the following: · Serve as primary resource person by answering questions pertaining to retention and disposition schedule
· Increase awareness of records management across the university through communication with records liaisons and training
· Assist in drafting and reviewing policies and guidelines pertaining to records management
· Conduct departmental inventories and develop program schedules as needed
· Identify records management problem areas and seek solutions to resolve problems
· Represent University’s interests in UNC System Records Management / Archivist meetings
· Increase knowledge base through educational / training opportunities
· Keep upper management informed through reports and alerts as needed Kind regards, Barbara Tookey
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Also, If you feel that I have left something out that is typical (or should be typical) for ALL records officers, please add it. Thanks, Barbara
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Suellyn, Here at ECSU, we store records in our Archives Department, but since we have not had an Archivist in the past 3 to 4 years, we have not done much with our Records. As of this time, I do not actually deal with Record management, although from my understanding the Archives department has been placed under the library. Hope this helps.
Juanita Midgette
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This message is just for the Listserv members with nobody else being copied. I have been doing a lot of thinking on this issue since yesterday afternoon thanks to an email from Todd. Juanita's message confirms my thoughts, so I will now through it out to the list for discussion/decision. We have this golden, perhaps "once in our lifetime" opportunity to really make a difference. Perhaps it would serve us best if we send a well organized and thought out document to Lisa that briefly describes: 1) what currently is being done (not done) at each of the institutions, and 2) a list of responsibilities that would be essential for each increasing level of records management that has been previously discussed a) basic records officer responsibilities (1/2 time position - education, training, and some scheduling) b) records manager responsibilities (full time position - i.e. Caroline's job description) c) electronic records officer responsibilities d) records management program (multiple-position program including records center) If there is agreement that we could prepare a more organized document for Lisa, then I think it would be best for Janis/Caroline to discuss this with Lisa and see if she is in agreement. Barbara Tookey ---------------
Hey, everyone--
I don't think we want to overburden Lisa and sidetrack approval of the schedule, nor do we want to overburden ourselves developing this document and coordinating input into it. But now that we have UNC-GA attention, a short (1-2 page) statement, as Barbara indicates, could really make our case. Do we have a deadline that we are trying to meet? I can create a statement on the situation at NCSU today, but for the list of RM responsibilities I'm going to need more time to think.
--Todd
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Hello Barbara and Everyone on List Serve:
Thanks for this opportunity to reply. I have to say that even though I am designated as the University Records Officer at UNC Wilmington, I only fulfill part of these functions. That is, I promote awareness about university records that are archival in nature. I do not promote awareness of records management for records that are at other points in the “records life cycle,” i.e. that need to be stored because they need to be kept long-term, but that are not of lasting historical significance, i.e. personnel records, certain student records, etc. I will “put out fires,” and answer questions anyone has about these issues, but I don’t seek out training opportunities. I simply don’t have the space to store the records here, and I would easily be overwhelmed with handling these job duties in addition to my archival functions. So these records become these offices’ “problems,” although, I can certainly guide them, refer them, and help them to comply.
That being said, if I am working with an office or department on acquiring archival records, and they indicate a need/interest/or aptitude in undertaking a complete records review, I will certainly take advantage of that opportunity
Also, I believe at my university, someone in Institutional Research was designated as Electronic Records Officer a long time ago. However, I am certainly engaged in looking for preservation and access opportunities for electronic records that are of lasting historical value.
I know that I am admitting to fulfilling only part of my University Records Officer duties, but I thought it best to be honest and realistic. Recently I had my updated job description approved, and I am attaching it. You’ll see that University Records Officer duties are not mentioned – not by design, but simply because there are so many archival duties mentioned instead!
Adina Riggins, UNCW
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I agree with Todd. The first goal is to get the schedule approved.
Once that is done we can see what additional mandates, if any, UNC-GA adds to the process for the campuses when they take the schedule to the Chancellors. Vice President Martin is aware, from our conversation with him, that the UNC System Records Managers/Archivists group exists and that the group can serve as a tool to educate both GA as well as the campuses on what will need to be done to implement any proposed records management mandates that come from approving the schedule. We should be ready to answer questions about job descriptions, education levels, position within the organization, storage needs, etc. but we do not need to overwhelm Lisa or Dr. Martin at this point.
That said and as a reality check, Martin--while he was enthusiastic and saw the worthiness of upgrading and formalizing records management on all UNC campuses--did express concern that the campuses are already stressed because of the PACE study and other current System mandates. Initially increasing records management functions by an "unfunded" mandate could overwhelm the campuses.
Madeleine Perez, UNCC
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Colleagues:
I have been reading most of these messages in the last several days and I think the response from Dr. Martin about the schedule has been very positive. It is also heartening to see all of you carrying the flag for a need that we all perceive---along with the need to make a continuing educational effort to convince resource allocators to make records management a priority.
I think the discussion on strategies has also been very creative and potentially fruitful. Based upon my experience of a little over 20 years, however, I want to convey some advice, or just an observation, concerning the last point Madeleine made: "...Martin--while he was enthusiastic and saw the worthiness of upgrading and formalizing records management on all UNC campuses--did express concern that the campuses are already stressed because of the PACE study and other current System mandates. Initially increasing records management functions by an "unfunded" mandate could overwhelm the campuses."
Unfortunately, in the absence of desire PLUS funding, there is never a good time for records management. In this case, if it is not the PACE study, it will be something else. In the absence of support---the kind of support that involves more than a memo of blessing and includes funding for a minimum of facilities and staff---from the higher reaches of both UNCGA and each individual campus, the current situation will not change. An "unfunded"
mandate is likely not just to overwhelm the campuses but to be ignored.
There may well be exceptions. In 1981 and 1982, on the last occasion when my agency issued a call for records managers and programs, but did not provide funds (not that my agency was in a position to do so), there were two
exceptions: ECU and ASU. Each of you needs to work on your Vice Chancellors and your Chancellors, even as you solidify contacts with Dr. Martin's office and staff.
Ed Southern, DCR
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Hello all,
Attached please find a summarized draft of the Records Center Manager position we attempted to upgrade to Records Analyst II. The upgrade didn’t go through b/c the Processing Assistant position had been banded and HR did not want to use the Records Analyst position descriptions at all.
I think we should also make sure Lisa is aware of the Records Analyst I and II job descriptions that are available on the Office of State Personnel website. These are the standard job descriptions used by the State Archives / Records Branch. Regardless of the impact of banding in the near or distant future, those are very well written job descriptions and they do apply to what we are talking about.
http://www.osp.state.nc.us/CLASS_SPECS/Spec_Folder_02000-03099/PDF_Files/03011.pdf
http://www.osp.state.nc.us/CLASS_SPECS/Spec_Folder_02000-03099/PDF_Files/03013.pdf
http://www.osp.state.nc.us/CLASS_SPECS/Spec_Folder_02000-03099/PDF_Files/03012.pdf
I agree with Barbara that we should probably put a summary together and then let them respond with questions, etc., so to that end:
1) what currently is being done (not done) at each of the institutions,
ECU – 1 fte archives and records manager – 50% of time responsible for writing schedules, training, authorization of destruction in the records center and in the offices, website maintenance
1 fte – records center manager – responsible for records center operations (see attached job description), consults with departments re: schedules, training; Records Center of 2608 cubic feet was closed for 2 years being full, have recently rented an additional 1176 cubic feet in offsite storage in order to reopen; routinely destroy records twice a year
2) a list of responsibilities that would be essential for each increasing level of records management that has been previously discussed
a) basic records officer responsibilities (1/2 time position - education, training, and some scheduling)
Ability to research, write, review, revise a schedule. Ability to implement a general schedule, explain it, disseminate it.
BS degree, coursework in records management
b) records manager responsibilities (full time position - i.e. Caroline's job description) – use Caroline’s job description and the appropriate Records Analyst job description
c) electronic records officer responsibilities
Could we request to see job descriptions for Kelly Eubank or Chris Black who are in the Electronic Records Unit at DCR?
d) records management program (multiple-position program including records center)
there are four in the system – ASU, UNCG, UNC-CH and ECU so we could show some variations on the theme pretty easily.
Lastly, I’m posting most of these messages on the website so that we will have a record of our discussion. Check the website at: http://www.ecu.edu/cs-lib/archives/list3.cfm
Suellyn Lathrop
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I, too, think we should be careful not to overwhelm either Lisa or Dr. Martin with too much information at this point. And many thanks to Suellyn for pointing out that the generic State job descriptions for Records Analyst I and II are available (I must have been having a senior moment and completely forgot about them). Though I know that we would all like to get Dr. Martin's attention about more than one larger issue, I think we need to stay focused until we get this general schedule approved and disseminated. I think what Lisa needs is very basic, and can probably be gleaned from the State position descriptions.
That said, I do think this discussion is very valuable for a number of reasons, and I appreciate the fact that Suellyn is posting it to the website. We should, in fact, come up with a report for Dr. Martin about the current state of RM in the UNC system, as well as our recommendations about what would make the situation better - but I think that can be done after the general schedule is approved, and I think he would be receptive. Adina's response was very telling, as well as Juanita's - we can make the point that RM is not our only job responsibility in a number of cases, that none of us really have enough staff to do it well, and stress the need for a full-time RM position on the campuses as well as giving him an example of the "Cadillac" of records management, i.e. multiple positions, including a records center with manager, electronic records officer, etc.
It will take time to pull this all together and do it right - perhaps this should be the main topic of our next meeting? In the meantime, all of these responses and comments are very helpful, and having them posted to the website will be invaluable in pulling together a report. Thank you again, Suellyn!
Just my 2 cents,
Janis Holder
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Greetings everyone,
After rereading all of the communications, I must say that some very good points have been brought out. I think that we can all agree that we don't want to bury anyone in information, and that we don't want to be involved or associated with any more burdens being put onto our institutions. We have an immediate need to send the information that Lisa has requested for the discussions between Betsy Bunting, Dr. Martin, Mr. Davies, and Ms. Render (please see exact words below). They are the one that will discuss the issues and decide what to present to the Executive Advisory Board. "A more comprehensive overview" is open to some interpretation. What kind of comprehensive overview would be most beneficial to assist in their discussions? I will make the assumption that the above mentioned group bringing their recommendation(s) to the Executive Advisory Board is a one meeting opportunity. They are all about "efficiency" these days! Suggestions/ideas about how to proceed?
Barbara
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I agree with Barbara S. Tookey's list of responsibilities.
For those institutions not as far ahead as others in having a record retention policy, the appointment of a full time records manager with financial and personnel resources ( temporary or permanent) to get the job done is essential. I have addressed this matter to the Interim Chancellor at WSSU.
Beverly R. Mitchell
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Folks,
Please review my response to Lisa. I intend to sent it no later than tomorrow morning, upon the approval by my supervisors. If you have any concerns or suggestions, please contact me before 1:30 today.
Thanks - Barbara
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Dear Lisa,
First, your question about general responsibilities brought about a great discussion within our records managers group. The conclusion that I have come to, as a result of the input received, is that the answer to your question is - no. The responsibilities that I sent you are not typical practices currently found at other campuses. In fact, other than the participants of the drafting committee (UNC Chapel Hill, UNC Charlotte, UNC Greensboro, Eastern Carolina University, and Appalachian State University) there is no evidence that the other campuses have one designated person fulfilling those responsibilities. The lack of organized records management efforts at the other campuses is even worse than we had originally thought.
UNCG has been able to make a lot of progress on some important records management initiatives, with little cost other than my time, because of the tremendous support that I receive for the work that I do. From the Executive Staff, most directly from the Vice Chancellor for Information Technology Services and University Counsel, to the office staff I work with. I have always experienced gratitude for the information and help that I am able to provide. My time is used for accomplishing planned goals, not in trying to convince people that records management is important. This type of support does not appear to exist at most of the other campuses.
Second, in my initial email to you, I only sent you the names of the people that were involved in drafting the schedule from within the University System. I failed to acknowledge the contributions made by the staff at the Department of Cultural Resources (DCR). Ed Southern is responsible for giving us our mandate and permission to provide DRC with a draft of the revised general schedule created from those within the university system. This involved a substantial shift from how previous general schedules were produced. Ron Leach oversaw and was very involved in the reviewing and revising process. The Department of Cultural Resources was also responsible for creating and providing the introduction material Managing Public Records in the State-Supported Universities of North Carolina, and Public Records with Short-Term Value.
Edwin Southern, Ph.D.
Assistant State Records Administrator - Head, Government Records Branch
Department of Cultural Resources
Ronald L. Leach
Supervisor, State Agency and University Records Unit
Department of Cultural Resources
Best regards,
Barbara S. Tookey
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