Attendance: Janis Holder, Frank Holt, Hal Keiner, Suellyn Lathrop, Madeleine Perez, and Barbara Tookey present.
The meeting was convened at 9:30. The group began with a discussion of the upcoming UNC Records Managers meeting on September 14th. Dr. Henningsen of UNCG will be unable to do a presentation on data warehousing. Hal Keiner said that he has been collecting information on the topic and would speak. Janis Holder will also be speaking about electronic records management at UNC-CH. Suellyn Lathrop has agreed to give a presentation regarding the work that has been done on the records schedule to date. She will talk with Ron Leach and Ed Southern about the next phase of the work to be done. The group sent an email to Ed asking if he was planning to do a workshop on scanning or electronic records. He responded that he would not be doing that at this meeting.
Barbara Tookey prepared a master list of records series that have been discussed and marked those in red that we still have some questions about. This list is very helpful. The group could easily see some places where records needed to be regrouped.
The group also discussed the pros and cons of the Kent State website. The format is very straight forward and not that much different from ours. We all like the search capability and sections that are available. There is, however, no mention of whether the records scheduled are official or reference copies. Suellyn reported that she has emailed the university archivist Cara Gilgenbach regarding the notes field. The response is below:
Actually, our records retention schedule was developed jointly through the efforts of several state universities under the aegis of a group called the Inter-University Council (of Ohio). At Kent State, records retention is coordinated jointly by University Council and University Archives.
I have a call in with the IUC to see if they can tell me to what “See Note 3” refers. I don’t have any documentation on that particular note.
We will need to get more input from Ed and Ron regarding the final format of the schedule. The committee as a whole expressed an interest in having this schedule reviewed annually by UNC records managers and other interested parties and keeping it as up to date as possible.
At this point in the meeting we reviewed the second half of the financial records as well as records of materials management, facilities services and libraries.
Madeleine Perez asked the group how foundations are operated on individual campuses. It is difficult to know whether they are part of the university or a separate entity altogether and how much jurisdiction the records managers would have over their records. It was decided to do more research into this topic.
Barbara handed out the General Schedule for State Agency Records – Information Technology Records Section that was created in October 2003.
The schedule seems quite complete and appropriate for our use. It was decided that we should have our CIO’s review the document and give us feedback prior to our next meeting.
Madeleine also told the group that UNC-C is now posting it’s computer policy on all desktops as a person logs in each day.
"Use of the University's computing and electronic communication resources is conditioned on compliance with the University's Information Technology (IT) policies (Policy Statements 8, 10, 20, 66, 67, and 102). Pursuant to those policies, the University will take any steps necessary to safeguard the integrity of the University's computing and electronic communication resources and to minimize the risks to both those resources and the end users of those resources. Such safeguarding includes monitoring data traffic to detect anomalous network activity, as well as accessing, retrieving, reading, and/or disclosing data communications when there is reasonable cause to suspect a violation of applicable University policy or criminal law, or when monitoring is otherwise required or permitted by law."
Suellyn suggested that some of the items in the last section might be appropriate in the Administrative Section, e.g. Access and Security Policies; Disaster Preparedness and Recovery Planning; System Backup; and Agency Internet Services Logs.
Barbara will be compiling a listing of Police/Security records and Endowment/Development records. Everyone should forward records schedules to her. These will be sent out to the group for review prior to the next meeting. We anticipate that these will be the last sections of the schedule. We should also be prepared to discuss the final format, information that should be included in the introduction and a process to amend this schedule. Lastly, we will celebrate the ending of phase I and Frank Holt’s birthday!
The next meeting was set for September 23rd in Greensboro.
The meeting adjourned at 4:00.
