Information and Records Management

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Information and Records Management

• An archivists experience at UNCW

Adina L. RigginsArchivist/Special Collections
LibrarianUNC-Wilmington
UNC System Records Managers MeetingUNC-Greensboro
March 31, 2004
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Records managers wear many hats

• Librarians (Reference, Special Collections,
  Collection Development, Exhibits, Special
  Projects)
• Archivists (Arrangement and Description,
  Accessioning, Collection Development, Outreach,
  Reference, Instruction)

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Why do records management?

• NCGS 121
• North Carolina Archives and History Act
• NCGS 132
• Public Records Law
• Cost savings
• http//www.theimpros.com/im/case.html
• Cost Reduction/Avoidance Case Study
• University of Tennessee Knoxville

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NCGS 132.8

• 132-8. Assistance by and to Department of
  Cultural Resources.
• The Department of Cultural Resources shall have
  the right to examine into the condition of public
  records and shall give advice and assistance to
  public officials in the solution of their
  problems of preserving, filing and making
  available the public records in their custody.
  When requested by the Department of Cultural
  Resources, public officials shall assist the
  Department in the preparation of an inclusive
  inventory of records in their custody, to which
  shall be attached a schedule, approved by the
  head of the governmental unit or agency having
  custody of the records and the Secretary of
  Cultural Resources, establishing a time period
  for the retention or disposal of each series of
  records.

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From the perspective of an archivist

• Publicize to campus community that the university
  archives is the locale for history of the
  university
• Spread the word, generating more reference
  inquiries, increase of patrons
• Enhance good will between archives and
  staff/faculty of university

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Thirst for knowledge

• During SACS Self-Study and other accreditation
  processes, demand for information increases
• UNCW planned a records management workshop
  first one in 7 years
• 91 RSVPs in 2001
• 54 RSVPs in 2002

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Records Workshop at UNCW 2001

• Guest Speaker Dr. Ed Southern
• November 7, 2001
• Publicized in staff media sent out over 400
  flyers made calls
• Reception

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Records Workshop at UNCW 2001
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Records Workshop at UNCW 2001
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Records Workshop at UNCW 2002

• Taking Care of Business Managing, Preserving,
  and Filing Authentic Public Electronic Records in
  N.C. State Government
• Speaker Dr. Ed Southern
• October 1, 2002

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Records Workshop at UNCW 2002
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Flyer 2001
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Flyer 2002
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Since the workshops Theme is Use what you have

• University Records Retention and Disposition
  General Schedule (1991)
• Individual institution records schedules
• Publicize the arrival of the new University
  Records Retention and Disposition General
  Schedule (2004)

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Since the workshops

• Answer questions from staff at UNCW about records
  scheduling some questions from faculty about
  electronic records issues
• Continue to accept records transfers to archives
• Use a PastPerfect database as accession register
  good place to store information about
  collections

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New things

• Use of the Form GRB-RC5
• Request and Approval of Unscheduled Records
  Disposal

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New things, continued

• Use of the Public Record Series Listing Form 99-S
• For adding or changing records series on existing
  schedules

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New things, continued

• Generated a revised records schedule for the
  Science and Mathematics Education Center, using
  the 99-S
• E-mail speeds up the process of revision
• Good to start small smaller departments or
  offices

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Plans for the future

• Will publicize the new University General
  Schedule at UNCW
• Am currently working with Watson School of
  Education to revise their records schedule
• Will continue to use records management tools and
  background to gather historical information for
  archives and to advise offices on retention and
  disposition