Records Management for Archivists: Embracing the Dark Side Angela McClendon Ossar, MSLS, CA Government Information Analyst State and Local Records Management Division Texas State Library & Archives Commission (512) 463-7610 | [email protected]www.tsl.texas.gov/slrm @angelaossar Kristy Sorensen, MLIS, CA Associate Director of the Library Head of Archives and Records Management Austin Presbyterian Theological Seminary (512) 404-4875 | [email protected]austinseminary.edu/archives @austinarchivist
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Records Management for Archivists: Embracing the "Dark Side"
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.
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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
• 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.