The meeting was held at UNCG in the Elliott Center. 

Lillian Brewington, Mark Brittain, Betty Carter, Janis Holder, Hal Keiner, Todd Kosmerick, Suellyn Lathrop, Ron Leach, Cat McDowell, Amie Mabe, Beverly Mitchell, Madeleine Perez, Gloria Pitts, Patrice Slattery, Ed Southern, Kim Stahl, Barbara Tookey, Hermann Trojanowski, and Jan Whitfield present.

The meeting was convened at 11:00 with introductions.

Adina Riggins was unable to attend the meeting so Barbara Tookey reported on the Long Term Records Project.  The project was begun to deal with records on the UNC General Schedule that have retention “permanent in office” and to answer the question, “Are these records truly permanent?”  Adina Riggins, Kim Stahl, Caroline Walters, Gloria Pitts and Barbara Tookey formed a sub-committee last year.  The group met in January and divided the records series for research and revision of retention. 

Discussion ensued regarding some of the records and findings of the group. The group was asked to write a short report has been done on this project to date to be distributed to group members.

Barbara also reported on Betsy Bunting’s move from UNCGA to the NC School of the Arts.  Janis Holder contacted Betsy’s successor, Kathryn Bender and Barbara was able to meet with her.  She was invited to today’s meeting, but had other commitments.  She has expressed an interest in the group and is interested in having this group meet next spring at GA.  Discussion ensued regarding the agenda for the spring meeting.  It was agreed that we should conduct a survey of the UNC records management programs stating the names of records managers, FTE’s, percentage of time spent on records management, reporting lines, number of schedules, issues on each campus and risks to present to Ms. Bender.  A survey document will be created and distributed to the membership via the listserv. 

The group discussed creating a vision statement for our group in line with Erskine Bowles Vision 2000 along with a list of our common concerns of our records management programs.  Some ideas were electronic records long term preservation, e-discovery and space for inactive records.  The goal is to develop a short document outlining our goals as a group.

During the lunch break Ed Southern congratulated the group on the successful completion of the UNC General Schedule.  The Friends of the Archives donated a cake and other refreshments.  The group recognized the general schedule working group members present:  Janis Holder, Hal Keiner, Suellyn Lathrop, Madeleine Perez and Barbara Tookey.

Ron Leach and Ed Southern led a discussion of the implementation of the UNC General Schedule and revision procedures.  The schedule is posted as a PDF form on the Department of Cultural Resources website: http://www.ah.dcr.state.nc.us/records/colleges.htm.  The schedule will be given to the new CIO for possible conversion to a searchable database format for easier use.  Amie Mabe stated that UNCG is looking into web development possibilities as well.  Suellyn Lathrop has input the data into the ECU records management database and created a website for ECU users that is divided by section.  She will share the database with DCR and UNCG.  She also got approval from Ed and Ron to delete duplicate series from the ECU General Schedule without having to resubmit the document for approval.  It now has 16 items listed on it.  During this discussion it was stated that existing program or departmental records schedules could be revised downward in a similar fashion without having to go back through the approval process as long as none of the disposition times change.

Ed reported that the General Statutes Commission has been discussing changes to the public records law.  They are creating a new schedule 132a that will change the wording from “public records” to “government records.”  This is a way of dealing with confidentiality issues.  132 will be written to deal with access to government records. 

Ed also reported DCR has received an NHPRC grant to study H-mail.  This is a user driven e-mail preservation system.

Ron led the discussion regarding revisions to the general schedule.  To date he has received recommendations for adding or changing fifteen records series.  Ron posed the question of how best to deal with these changes.  After discussion it was decided to create a form that could be submitted to Ron regarding a potential addition or change to the schedule.  He would bring any recommendations to the group via the listserv to solicit information about the records and whether each school creates a similar series and the disposition.  Ron would then issue the final decision.  Changes would be held until the end of the fiscal year when they would be sent up for approval by UNC General Administration and the Department of Cultural Resources.  We could expect the schedule to be revised annually as needed.

Due to the length of the discussion about the general schedule, the group agreed to ask Cat McDowell to make her presentation on institutional repositories at the spring meeting.  Cat graciously agreed to do so.

The meeting adjourned at 2:15.