Records Management for Archivists: Embracing the "Dark Side"
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Transcript of Records Management for Archivists: Embracing the "Dark Side"
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Records Management for Archivists: Embracing
the Dark Side
Angela McClendon Ossar, MSLS, CAGovernment Information AnalystState and Local Records Management DivisionTexas State Library & Archives Commission(512) 463-7610 | [email protected]/slrm@angelaossar
Kristy Sorensen, MLIS, CAAssociate Director of the LibraryHead of Archives and Records ManagementAustin Presbyterian Theological Seminary(512) 404-4875 | [email protected]/archives@austinarchivist
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Show of hands: What’s your situation?– The records manager and I have a pretty
good working relationship.–We have a records manager, but there is
little connection between them and the archives.– I keep getting asked records
management-type questions because I’m an archivist but I’m not a records manager–Help! My boss has just added records
management to my archives responsibilities!
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Fun with index cards!
• Take the card you found at your seat and let us know:1. What does records management mean
to you in five words or fewer?2. What is one question you have about
records management ? (Include your email if you’d like us to respond to your question after the meeting, in case we run out of time.)
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PATH TO THE DARK SIDE
Records, shredding, retention schedules….the dark side are they
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Archivist in training
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I’m an archivist!
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Meeting Records Management
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Getting a seat at the table
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Giving up
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You’re not my father!
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5 years later…
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Meanwhile, in another galaxy….
Image by Flickr user satosphere, used under a Creative Commons Licensehttps://www.flickr.com/photos/sathishcj/54477239/
MLIS, 2002
Big archives emphasis
One (1!) Intro to Records Management class
Kristy!
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It all adds up
Image by Larry D. Moore, used under a Creative Commons ShareAlike Licensehttp://en.wikipedia.org/wiki/File:Center_american_history_2012.jpg
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Archivist, Records Manager,
Image courtesy of the Austin Seminary Archives
Library Administrator
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WHY ARE WE CALLING IT “THE DARK SIDE”?
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What did you think?
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Why (we think) archivists hate RM
• It’s primarily a business function:
“About the only item I've seen universally ‘archived’ by
businesses is the first dollar they earned. =)”
(From the RECMGMT email list, 3/4/2014)
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Why (we think) archivists hate RM
• It’s primarily a business function:
“I prefer the explanation that the real difference between archivists and records managers is that ‘archivists are better educated, records managers are better paid.’” (From the RECMGMT email list, 2/25/2014)
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• It’s boring.
Why (we think) archivists hate RM
Image by Oskoui+Oskoui, Inc. used via Fair Usehttp://blog.oskoui-oskoui.com/?p=1333/
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• We don’t understand it.
Why (we think) archivists hate RM
?
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• We don’t have time for it.
Why (we think) archivists hate RM
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Why (we think) archivists hate RM
• We want to save things, not destroy them.
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Why (we think) archivists hate RM
• Records managers don’t get us.
“Archivists typically work in a cleaner environment than records managers (at least that is what I got from that
Nicholas Cage movie ‘national treasure’), hence the uptick in pay for records managers (we get hazard duty pay). ” (From the RECMGMT email list,
2/25/2014)
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A MOST PECULIAR DIALECTRecords Management 101
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What is Records Management?“The systematic and administrative control
of records throughout their life cycle to ensure efficiency and economy in their creation, use, handling, control, maintenance, and disposition.”
SAA Glossary of Archival and Records Terminologyhttp://www2.archivists.org/glossary
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Records Life Cycle
Image: Michigan State University Records Management, http://archives.msu.edu/records/index.php?records
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Why Records Management?
• Reduce costs• Improve
efficiency/productivity• Ensure compliance• Minimize legal risks• Safeguard vital
information• Preserve cultural
memory
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“Records Retention Schedule”
Recorded information that documents the
institution’s functions
The continued possession or
control of something
A plan for carrying out a process
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Records Retention Schedule
(n.): A document that lists your institution’s records and tells
you how long you have to keep them.
(n.): A document that lists your institution’s records and tells
you how long you have to keep them.
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(n.): A document that lists your institution’s records and tells
you how long you have to keep when you can dispose of them.
Records Disposition Schedule
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A retention schedule is good for:
Listing the records of your institutionSetting uniform retention policiesSetting up retention-based filing
systemsIdentifying records with archival
value
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Developing a Retention Schedule
1. Records Inventory2. Records Appraisal3. Organization and Formatting4. Review and Submission
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Step 1. Records Inventory• Learning business
processes
• Foundation of the Retention Schedule
• Approaches:– Questionnaire– Meeting– Both
TSLAC Individual Office/Cube Inventory form
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Grouping into Record Series• Record series: Records that all serve the same function
Employment Applications
Application form
Resume/CV
Cover letter
Transcript Writing sample
Not Hired: Keep 2 yearsHired: Keep
Termination + 5 years
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Step 2. Records Appraisal• Historical value• Fiscal value• Legal value• Administrative
value
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Step 3. Organization/Formatting
Simple …or Complex
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Step 4. Review/Submission
• Request review by….– Legal Counsel– Auditor– Record Creators (departments / business
units)
• Public institutions may be required to submit schedule to State RM Program
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USE THE FORCETools, tips, and experiences
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Using the Retention Schedule
…to document Records Disposition
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Using the Retention Schedule
…to automate disposition
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Using the Retention Schedule
NOT Retention-based Retention-based
…to improve filing systems / manage shared drives
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Present RM as a Service
• The “Records Retention Geek Squad”– Met with departments– Advertised on blog/website, in training
• Came to meetings with:– Copy of the Records Retention Schedule– Copy of the department’s finding aid, as
applicable– Forms: records transfer, records disposition logs– University Archives brochure– Business card
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Educate others – early and often
• Retention/disposition policies• Transfer procedures• File formats• File naming conventions• Software purchases: information
architecture– Does the system allow for disposition?– Can data be exported?– Are records being created in proprietary
formats?
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Present RM as an educational opportunity: Staff
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Present RM as an educational opportunity: Administration
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Inventory is a great way in
• Case Study: Electronic Records inventory at the Seminary
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Powering up
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A New Hope
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What do I do with all this data?
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The payoff and lessons learned (so far)
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DO OR DO NOT. THERE IS NO TRY.
Where to begin?
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Where to begin?
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Where to begin?• Evaluate your
program (The Principles)
• Engage with records managers
• Explore professional development opportunities
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Evaluate Your Program• Generally Accepted
Recordkeeping Principles (“The Principles”*)– Maturity Model
(rating system for your RM program)
– Educational opportunities
– * formerly “GARP”
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Engage with Records Managers
• 16 Local ARMA Chapters in the Southwest Region (AR, LA, NM, OK, TX)
• http://bit.ly/armasouthwest
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Engage with Records Managers
“Like big teddy bears who help you attack your enemies”
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Explore Educational Opportunities
• TSLAC’s list of External Training Opportunities: (AIIM, ARMA, MER, NAGARA): https://www.tsl.texas.gov/slrm/training/external/index.html
• TSLAC’s records management webinars (free, open to anyone): https://www.tsl.texas.gov/slrm/training/webinars/index.html
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Start somewhere
1. Establish a network of “Records Liaisons”2. Conduct an inventory3. Develop/update the Retention Schedule4. Purge (don’t forget to document)5. Organize6. Train
“A 10-step Records Management Plan for Your Office” – U.S. Environmental Protection Agency: http://www.epa.gov/records/tools/10plan.htm
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Resources
• http://bit.ly/ssadarkside
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What we have in common
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Nothing more will I teach you today. Clear your mind of questions.
Angela McClendon Ossar, MSLS, CA@angelaossar(512) 463-7610 [email protected]/slrm
Kristy Sorensen, MLIS, CA@austinarchivist(512) 404-4875 | [email protected]/archives