The meeting was held in the Elliott Center at UNC Greensboro. Barbara Tookey served as meeting moderator and local arrangements coordinator and Suellyn Lathrop, secretary.

Present: Chris Black, Lillian Brewington, Mark Brittain, Janis Holder, Frank Holt, Hal Keiner, Todd Kosmerick, Suellyn Lathrop, Ron Leach, Madeleine Perez, Gloria Pitts, Adina Riggins, Anders Selhorst, Patrice Slattery, Ed Southern, Barbara Tookey, Hermann Trojanowski, Eloise Vawter, Rebecca Ware and Pat Webber.

Barbara Tookey opened the meeting by welcoming us to Greensboro and asking everyone to introduce themselves and their greatest concern or need in records management. The concerns were as follows:

• Electronic records, metadata (8)
• Backlog of unprocessed records (5)
• Email, processing of (4)
• Litigation holds on records, especially email and discovery see Zubulake v. UBS Warburg (S.D.N.Y. 2003) (3)
• Institutional Digital Repositories (3)
• Lack of response from departments (3)
• Banner following records schedules (2)
• Storage space, records center (2)
• Organization of records management program (2)
• Digitization (2)
• Helping records managers on campuses, guidelines, publicity and implementation of general schedule (2)
• Audits, budgets
• Policies on campus

Frank Holt gave a presentation entitled Marketing Records Management: Designing an Effective Awareness Campaign for Your Campus.

Ed Southern gave a critique of the General Schedule. He began by thanking the committee for creating such a complex document in less time than the 1991 general schedule. He said that his staff has reviewed it and compared it to the existing state general schedules and ACCRAO standards.

Ed estimates that there are 360 items listed in the schedule and that he has questions, mostly minor, on about 85 of those. He will send an annotated copy of the schedule to the committee members and they will meet to resolve those issues.

He expects the schedule will make our jobs easier on UNC campuses as it lists minimum retentions. It should also lighten the load of the DCR staff in reviewing university schedules. We should only have to send up program schedules from now on. The official version should be posted on a website. Each campus can use it as is or tweak it to their needs and issues. There are archival series listed in this version of the general schedule and campuses will be expected to maintain those records.

The signature process will work as follows: the annotated schedule goes back to the committee for review, items will be reconciled, schedule will go to Betsy Bunting for review and as signatory and then be routed to Molly Broad for signature, lastly each campus administrator will be asked to endorse it.

Ed likes the format, it’s briefer than the previous general schedule. He has a concern that the statements regarding appraisal to be performed by archivist, destruction to occur in office and audit warnings are listed at the beginning of each section, but not in the disposition of each series. He has concerns about users missing those statements. He didn’t see any mention of media of records, whether they are paper or electronic. He said that the general state agency schedule does address formats, but the local government general schedule does not. Electronic records are going to be problematic for all campuses and we will have to find ways to deal with them.

At this point Ed started reviewing individual issues he found in the schedule. The committee members attempted to answer those questions. There were discussions of the Information Technology section. Barbara mentioned that the UNCG IT department is taking a hard look at that section and will be making recommendations. There was also a discussion of capturing websites and what would be required. Ed mentioned that there are guidelines regarding websites on the Department of Cultural Resources website: http://www.ah.dcr.state.nc.us/records/e_records/default.htm#web

Lastly, Ed suggested that the items be numbered GU1, GU2, GU3, etc. so that we would have a way of referring to the series regardless of the section they appeared in. Ed expects to have a completed schedule before September.

The brainstorming session was preempted due to time constraints. Suellyn Lathrop will send out her list of links to UNC and other records management programs for people to look at and review.

There were several suggestions for the next meeting:

• Brochures for records management – Barbara Tookey
• Budgeting for records management program
• Digital Resource Management – Janis Holder
• Content Management Software
• Web Brainstorming session
• DSpace – Tim Pyatt or Paul Conway
• Electronic Imaging Workshop – Ed Southern or DCR staff

Janis Holder announced that the NHPRC-funded Managing the Digital University Desktop project was planning a workshop for early September to unveil the educational tools developed by the project. All archivists and records managers in the UNC system and in private colleges and universities in North Carolina will be invited. The all-day workshop will take place at the Friday Center in Chapel Hill, and there should be no charge to attend. All educational tools and coded data from the interviews will be available on the website after the project concludes at the end of the year. For more information check the website at: http://ils.unc.edu/digitaldesktop/

The Managing the Digital University Desktop website is at: http://www.ils.unc.edu/digitaldesktop/

Suellyn will solicit dates for a fall meeting in August via the listserv.

Meeting adjourned.