records management for archivists: embracing the "dark side"

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 | aossar@tsl.texas.govwww.tsl.texas.gov/slrm@angelaossar

Kristy Sorensen, MLIS, CAAssociate Director of the LibraryHead of Archives and Records ManagementAustin Presbyterian Theological Seminary(512) 404-4875 | ksorensen@austinseminary.eduaustinseminary.edu/archives@austinarchivist

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!

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.)

PATH TO THE DARK SIDE

Records, shredding, retention schedules….the dark side are they

Archivist in training

I’m an archivist!

Meeting Records Management

Getting a seat at the table

Giving up

You’re not my father!

5 years later…

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!

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

Archivist, Records Manager,

Image courtesy of the Austin Seminary Archives

Library Administrator

WHY ARE WE CALLING IT “THE DARK SIDE”?

What did you think?

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)

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)

• It’s boring.

Why (we think) archivists hate RM

Image by Oskoui+Oskoui, Inc. used via Fair Usehttp://blog.oskoui-oskoui.com/?p=1333/

• We don’t understand it.

Why (we think) archivists hate RM

?

• We don’t have time for it.

Why (we think) archivists hate RM

Why (we think) archivists hate RM

• We want to save things, not destroy them.

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)

A MOST PECULIAR DIALECTRecords Management 101

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

Records Life Cycle

Image: Michigan State University Records Management, http://archives.msu.edu/records/index.php?records

Why Records Management?

• Reduce costs• Improve

efficiency/productivity• Ensure compliance• Minimize legal risks• Safeguard vital

information• Preserve cultural

memory

“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

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.

(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

A retention schedule is good for:

Listing the records of your institutionSetting uniform retention policiesSetting up retention-based filing

systemsIdentifying records with archival

value

Developing a Retention Schedule

1. Records Inventory2. Records Appraisal3. Organization and Formatting4. Review and Submission

Step 1. Records Inventory• Learning business

processes

• Foundation of the Retention Schedule

• Approaches:– Questionnaire– Meeting– Both

TSLAC Individual Office/Cube Inventory form

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

Step 2. Records Appraisal• Historical value• Fiscal value• Legal value• Administrative

value

Step 3. Organization/Formatting

Simple …or Complex

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

USE THE FORCETools, tips, and experiences

Using the Retention Schedule

…to document Records Disposition

Using the Retention Schedule

…to automate disposition

Using the Retention Schedule

NOT Retention-based Retention-based

…to improve filing systems / manage shared drives

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

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?

Present RM as an educational opportunity: Staff

Present RM as an educational opportunity: Administration

Inventory is a great way in

• Case Study: Electronic Records inventory at the Seminary

Powering up

A New Hope

What do I do with all this data?

The payoff and lessons learned (so far)

DO OR DO NOT. THERE IS NO TRY.

Where to begin?

Where to begin?

Where to begin?• Evaluate your

program (The Principles)

• Engage with records managers

• Explore professional development opportunities

Evaluate Your Program• Generally Accepted

Recordkeeping Principles (“The Principles”*)– Maturity Model

(rating system for your RM program)

– Educational opportunities

– * formerly “GARP”

Engage with Records Managers

• 16 Local ARMA Chapters in the Southwest Region (AR, LA, NM, OK, TX)

• http://bit.ly/armasouthwest

Engage with Records Managers

“Like big teddy bears who help you attack your enemies”

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

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

Resources

• http://bit.ly/ssadarkside

What we have in common

Nothing more will I teach you today. Clear your mind of questions.

Angela McClendon Ossar, MSLS, CA@angelaossar(512) 463-7610 aossar@tsl.texas.govwww.tsl.texas.gov/slrm

Kristy Sorensen, MLIS, CA@austinarchivist(512) 404-4875 | ksorensen@austinseminary.eduaustinseminary.edu/archives