The meeting was held in the board room at UNC General Administration. Barbara Tookey and Suellyn Lathrop served as meeting moderators, Janis Holder as local arrangements coordinator and Suellyn Lathrop, secretary.

Present: Chris Black, Mark Brittain, Janis Holder, Frank Holt, Hal Keiner, Todd Kosmerick, Suellyn Lathrop, Ron Leach, Madeleine Perez, Gloria Pitts, Kim Stahl, Barbara Tookey, Hermann Trojanowski, Eloise Vowoter, Rebecca Ware and Pat Webber.

Barbara Tookey opened the meeting by welcoming us to UNC General Administration and doing introductions.

Suellyn Lathrop gave a presentation entitled "UNC General Records Schedule Working Group: Report submitted to UNC Records Managers." She also provided the following handouts:

File List, Sample Schedule and Notes.

A question and answer period followed the presentation:

Comments regarding the proposed sections of the revised schedule:
Madeleine Perez pointed out that the schedule is based around function rather than office creating a particular type of record. Since the campuses are different and changing fairly regularly, we tried to stay away from organizational arrangements that might vary from campus to campus. There are some programmatic sections in the schedule because we know that each campus should have a library, a campus security/police department, etc. We tried to give guidance when there is not a full time archivist/records manager on a campus. UNC Charlotte generally has 27 items on a program schedule, UNC CH generally has about 100 items on a program schedule.
Frank Holt asked the group to review the draft schedule when it is completed to make sure that the titles and descriptions are useful and understandable.
Janis Holder pointed out that the group often had multiple series to look at that could be combined into one. The group worked toward finding general items and minimal retention periods. Some records series may need to be kept longer.
Hal Keiner explained that the schedule was organized in this manner to speed up the creation of program schedules. We should only need to look for unique records when creating specific program schedules. We will still require some guidance, but the process should go faster.
Kim Stahl commented that she liked sections and that it would be helpful to have examples of things listed.

Comments regarding the processes used to create and revise the schedule:

Frank Holt encouraged the records managers to disseminate the general schedule as quickly as possible. This should increase each records management program's visibility.
Janis Holder encouraged us to share the schedule with university counsel.
Hal Keiner asked that templates for program schedules bee created in order to streamline the process of approving schedules.

Comments regarding material to be included in the introduction to the schedule:

Madeleine Perez asked for definitions of original and reference records; identification of state statutes, FERPA, HIPAA, etc.; information regarding student records; and email policies.
Janis Holder suggested that a glossary of records management terms and rules regarding destruction of records would be useful. Janis also thanked Barbara for coordinating the efforts of the working group.
Barbara Tookey discussed the implications of not having a schedule. She wants the schedule to be user friendly and easy to understand and apply.

More comments regarding the revision process:

Hal Keiner asked everyone to check for ambiguities in descriptions, inconsistencies in like series and retention periods, duplication of series, placement of series in a particular section and anything that should be added to the schedule when we are reviewing the final draft copy.
Barbara Tookey and Hal Keiner encouraged each of us to get the stake holders on our campuses involved in the review: Vice Chancellor/Provost, Internal Auditor, Controller, University Counsel, etc.

During lunch we had a conference call with Ed Southern and the following questions and comments were made:

Ed said that the schedule would be reviewed by himself, Ron Leach, Betsy Bunting and others in the Department of Cultural Resources. Then it would be sent out to the campuses for review with a definite deadline. After that deadline, the suggestions would be reviewed and alterations made to the draft. A final copy would be sent for approval and signatures. Molly Broad would be a signatory along with Lisbeth Evans and David Brook of the Department of Cultural Resources. A PDF file would be mounted on the Department of Cultural Resources website. UNC records managers can reproduce it on our websites or provide links to it. It can easily be printed and distributed as well. We can change the format ourselves as long as we don't alter the language or retention periods.

Amendments to the schedule should be much easier to make in a web environment. The approval process would remain the same, requiring the signatures of the UNC President and representatives of the Department of Cultural Resources.

34 copies would be printed and 2 copies would be sent to each UNC campus. One to the chancellor's office and one to the records manager.

When asked how long it would take Ed and Ron to review the final draft, Ed thought it could be completed within 3 weeks of getting the final draft. The campuses will be given a month to review the draft.

Janis Holder pointed out that the group hopes that we can have a searchable web format, similar to that of Kent State University and other schools. Ed was amenable to that idea as long as the language is not altered.

Ed gave us the option of copying relevant series from the general schedule into program schedules when creating them or leaving the general schedule series out of program schedules.

Janis Holder then gave a presentation entitled "Where is Our History Now? Electronic Records Management at the University of North Carolina at Chapel Hill." She has also submitted her notes for the presentation.

Janis told us that the presentation had grown out of a white paper she had prepared for UNC CH officials. Her presentation here was so that we could review the presentation and provide feedback with the goal that a revised version could be presented at a meeting of UNC Counsel and/or UNC CIO's in the future. The group agreed that this would be a great idea. Some ideas that came up after the presentation included:

Mandatory training in records management, not just in electronic records management
Make sure CIO's are aware of archival records that are now becoming wholly electronic such as course catalog
Discussion of hardware issues

Each of us should email Janis with information to make the presentation more inclusive of each UNC campus.

Hal Keiner gave a presentation entitled "Data Warehousing: The Use of DSpace to Create Institutional Repositories for Universities."

He also gave us a printout from the DSpace website: http://www.dspace.org/

Hal also explained that copyright and permissions are being built into DSpace so that users and contributors have to give that information when adding data to DSpace. There are also ways in which to lock down and protect data until it is ready to be shared widely. He said that this idea will move the internet away from the use of url's and begin using urn's which will minimize broken links. ULAC is looking at utilizing DSpace.

Suellyn went over some announcements and future meeting arrangements:

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. Videoconferencing may be an option in the future and a way to be included in the UNC CIO's meetings.

Meeting minutes and presentations will be posted on a passworded website by Suellyn. She will distribute the url and password next week. She will also check with Betsy Bunting to see if UNC GA would be willing to host the UNC RM's website. This would give the group added visibility.

Topics for future meetings were discussed:

• Real solutions to managing electronic records - Managing the Academic Desktop
  
• Frank Holt offered to speak on Marketing Records Management
  
• Model Web page for records management program - it was decided to have a brain storming session with everyone bringing ideas, forms, links, tutorials, faqs, etc.
• Mentorship idea

Suellyn will solicit dates for a March meeting in January via the listserv.

Meeting adjourned.