UNC-CH schedules are set by State Archives, this project is a collaboration between UNC-CH and Duke, will the results be written into schedules?

Answers/Discussion: the results will be a set of guidelines for handling email and won't necessarily be written into the schedules. The State Archives is represented on the project's advisory board by Betsy Bunting and the UNC Attorney.
Email guidelines have been revised and posted on-line by the Department of Cultural Resources. There are now recommendations for filing email consistently. The guidelines may be modified at the end of this project.
The project will result in a manual.
The original grant called for all UNC System schools to be surveyed to get a sense of the culture on the campuses and how people were using and handling email. The proposal called for a study on use behaviors. We may be able to influence email software developers and vendors with the results of the study. Instead of presenting a software product and expecting users to adjust to it, developers may use this information to design more intuitive systems for the users.
Lisa Maxwell found in giving a workshop on electronic records and managing email that most people didn't understand how to create a folder within an email system, but they wouldn't admit it. She found that most don't know the difference between a folder and a document.
Presentation and discussion is timely as UNCG is working on a best practices guide for email and electronic records.

Patty began by telling us that NCSU and UNC-CH will not be implementing SCT Banner. NCSU has recently purchased People Soft and are continuing to develop it. Wake Forest is interested in SCT Banner and may begin working with the UNC System schools to implement it.

Patty was asked to comment on SCT Banner's ability to track and purge data.
Answers/discussion: To her knowledge neither the financial modules nor the financial aid/student modules have ability to purge data. That function would have to be written in.
Barbara Tookey introduced Robert Carver, Associate Director for Technology at UNCG to the discussion. He pointed out that there are areas in the system that have routines for purging data. In other areas, each school will have to determine what to purge and when. Different people have different ideas on purging of data.
Patty pointed out that it is fairly easy to purge data from the central database, but then you have related data in tables. For example, in Accounts Payable invoices are held for 5 years, but there is data in related detail tables concerning vendors, payment, sales tax, commodity codes and other data.

Robert said that SCT Banner like other software packages has methods for users to request product enhancements. We should each find out who our Alliance members are and be talking with them.

Question - purging is related to permanent data as well. Would all permanent data be maintained with direct access or would it be pulled off the system and stored elsewhere?
Answers/discussion: most would be online, but some offline access would also be possible.

Question regarding the increase in the amount of backup time as the database grows. Is that the most expensive part?
Answers/discussion: Each university will have to look at the problem. They can use incremental backups instead of full backups.
Oracle is a good system, but as the database grows, queries will take longer.
SCT Banner has a data mart capability.
Traditionally databases are quite sophisticated and can be used to identify information that needs to be preserved and then write that data to reports, either to paper or now possibly to dvd.

Question regarding what will happen to source documentation? Example of payroll time sheets at ASU, now data is input directly into the system by use of Banner forms. How do these relate to existing records schedules?
Answers/discussion: We as records managers have to know what types of data are in the system and demand reports to be written for retention.
E-print can be used to write such reports
SCT Banner has document imaging features for purchase orders, vouchers, health records and other kinds of records.

Question - How can we bring the records management programs along? Can we ask the Board of Governors to help enforce records schedules and support records managers?
Answer - UNC GA gives guidance on records management. Betsy Bunting is willing to give advice to us and to universities.

Question - Is there a role for this group in the effort?
Answer - We can review the final draft of the univeristy general schedule at one of our meetings.

Question - Will certain areas be covered such as digitization of EPA/SPA records and student records?
Answer - Maybe. There are imaging guidelines coming out soon.

Question - When a university records manager writes a schedule should they use the general schedule as a guideline?
Answer - Use of the general schedule may eliminate the need to write a program schedule.

Listserv - Suellyn will send out instructions for signing on to the listserv again. She has been sending two sets of messages out so as not to miss anyone. If everyone is signed up on the listserv this won't be necessary.

Ten of the 16 campuses were represented at the meeting. Science and Math will probably be sending a representative in the future.

The question of how often to meet was asked. It was decided that twice a year was manageable and that if something comes up we could add a meeting during the year.

Meeting minutes and presentations will be posted on a passworded website by Suellyn. She will distribute the url and password next week.

Topics for future meetings were discussed:

• UNC CH working on SPA/EPA modules
  
• UNCC work on personnel records
  
• basic records management - Ed Southern offered to give a 2 hour basic records management training session to anyone interested before the next meeting.
  
• electronic records
  
• space concerns - possibility of creating a UNC storage center for UNC, NCSU, UNC-GA and Duke
  
• training sessions that people offer on campus
  
• shredding of records - cooperative contracts with vendors
  
• cooperative purchasing of supplies
  
• building bridges - how to maneuver within the politics of the university system

It was decided to hold the next meeting in Greensboro and it will start at 11:00 again. The records management training session will be held from 9:00 to 11:00 prior to the meeting.

Meeting date to be set for one of the following dates: March 24, March 31 or April 7. Suellyn will request information via the listserv.