records management for archivists: embracing the "dark side"
DESCRIPTION
This presentation was given by Kristy Sorensen and Angela Ossar at the Society of Southwest Archivists 2014 conference in New Orleans, LA (May 30, 2014). Whether you work with records managers but don’t understand them, need a records manager but don’t have one, suddenly find yourself being the records manager, or are just “records management curious,” this bootcamp session can help you combine the best parts of the archives and records management professions into one unstoppable toolkit. Topics covered will include a translation guide for the basic vocabulary of records management; a detailed look at retention schedules and why archivists should know about them; and an open exploration of what records managers can teach archivists, and what archivists can teach records managers. We will follow all this up with lots of time for questions and a heaping serving of additional resources that will help session participants find the answers they need when they are back at their home institution. Presentation notes: http://bit.ly/ssa14darksidenotes Presentation handouts (Records Management Resources): http://bit.ly/ssadarkside Note: We (and our employer institutions) make no claim to own Star Wars or any of the copyrights or trademarks related to it. Images that are displayed in this presentation are copyrighted to Lucasfilm Limited or another partner of Lucas Licensing, or to the creator of the image.TRANSCRIPT
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
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 [email protected]/slrm
Kristy Sorensen, MLIS, CA@austinarchivist(512) 404-4875 | [email protected]/archives