Brown Bag Lunch with the RM Team

1
Brown Bag Lunchwith the RM Team

• Mitch Toda
• Jennifer Wright
• Ginger Yowell
• Shawn Johnstone
• November 19, 2007

2
More Than Records Managers

• Appraisal
• Records Management Services
• Acquisitions
• Description
• Accessioning
• Collections Management
• Move Prep

3
Why the Elephants ???

• Lifting 385 boxes is the equivalent of
  lifting 1 Asian elephant (courtesy of Richard E.
  Smith, ARMA, 2007)

Kandula on his fifth birthday
4
Appraisal and DestructionTemporary Records

• In FY 2007, the RM Team transferred (lifted) 636
  cf of temporary records, equivalent to the weight
  of 1.65 Asian elephants.

• During each discard (3 times each year), the RM
  Team sends (moves) approximately 260 cf to an
  outside destruction company, equivalent to the
  weight of 0.67 Asian elephants.

5
Appraisal and Destruction Records Center
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Appraisal and Destruction Records Discard
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Temporary vs. Permanent Records

• Ratio of Permanent to Temporary Records Over Past
  5 Years35 of all incoming material is
  temporary, 65 of our take-in is permanent

8
Appraisal and Acquisitions Permanent Records

• In FY 2007, The RM Team transferred (lifted)
  792.9 cf, equivalent to the weight of 2.06 Asian
  elephants.

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Appraisal and Acquisitions Permanent Records

• Some new accessions require more work than others

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Movement of New AccessionsCapital Gallery to
Fullerton to Iron Mountain
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Iron Mountain Preparations
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Iron Mountain Preparations Improvements to
Collections and Descriptions

• Since August 2005, SIA staff has spent 3986.56
  hours improving the physical condition of 5430.13
  cf of collections, the equivalent weight of 14.1
  Asian elephants.
• Since August 2005, SIA staff has created or
  revised 707 finding aids for new and existing
  collections.

13
Iron Mountain Preparations Rehoused Collection
After
Before
14
Iron Mountain Preparations Phase I

• In preparation for the move out of AI (August
  2005 September 2006) the RM Team shipped
  4978.44 cubic feet to Iron Mountain, the
  equivalent weight of 12.93 Asian elephants.

15
Iron Mountain Preparations Shipping from AI
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Iron Mountain Preparations Phase II

• In preparation for the move out of Fullerton
  (October 2006-present) the RM Team has shipped
  3447.86 cubic feet to IM, the equivalent weight
  of 8.96 Asian elephants.
• There is still over 7100 cf (18.55 Asian
  elephants) to be shipped, including over 5400 cf
  that still need descriptive and/or rehousing
  work.

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Iron Mountain Preparations Shipping from
Fullerton
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Description

• Collection level records for 93 of collections
  without permanent restrictions are available on
  SIRIS
• Finding aids for 58 of collections without
  permanent restrictions are available on the SIA
  website

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Surveys and Schedules

• Records retention schedules have been completed
  or are in process for approximately 40 of SI
  offices

20
How Office Moves Affect Us

• Since 2005, all AI offices, most Victor Building
  offices, several SAO offices, several NMNH
  offices, several Quad offices, and a few Castle
  offices have moved
• Additional NMNH offices, additional Castle
  offices, and all of SISC will be moving in the
  next year

21
Why Were Never Here

• The RM Team now has 60 of their time available
  to do what they spent 100 of their time doing
  prior to the moves out of AI and Fullerton

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Contacts

• Every SI office and every professional society
  for which we have a donor agreement is assigned
  to an RM Team member see color-coded org chart
  for SI offices or contact any team member for
  professional societies
• Many donors of personal papers have someone they
  work with regularly contact Jennifer for
  information