Leslie -

It would seem to me that whichever series (or perhaps sub-series) is
more complete is the best way to go.  That is a point you can make with
your archivist in terms of content (assuming that the subject files are
more complete).   If the chronological files are not used, but simply
created and stuck away somewhere, then selecting this sub-series for the
archives may lead to a net loss in understanding the context within
which the information was created and used - a second point to bring to
bear in dealing with your colleague.  There is the very important and
often overlooked point of, through the scheduling or selection process,
inviting the college archives to participate in the management of the
information through reduction of duplication, and sharing in the
pleasure of administration officials.

Another question which might be asked concerns the use of the records in
the archives.  If the chronological files are not heavily used, it may
be that the archives' patrons will find more of what they are looking
for in the subject files - a win-win situation for everyone concerned.

Hope this helps.

Cheers!

Mark

G. Mark Walsh, C.A.
Records & Information Analyst
Records Management Services
Library of Virginia
(804) 692-3650

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Leslie Knoblauch
Sent: Wednesday, November 09, 2005 9:26 AM
To: [log in to unmask]
Subject: University RM Question

Hello,
I am the first Records Manager at a small private college. I have been
conducting preliminary records surveys of the top administrative
offices. In my interviews/surveys the office staff has told me that they
want to cut down on the duplication of records stemming from them using
a chron file to hold correspondence and then also adding copies of this
same correspondence to the much larger and more heavily used subject
file. They have let me know that they do not find chron files easy to
use, especially for new staff, and are looking at phasing them out. My
initial thought was that they should do away with the chron file and
stick to using their subject files but the university archives
disagrees. What would you recommend in this situation? Should I
recommend that office staff continue to use two systems, one that they
find very difficult to use efficiently so that the archives can document
the history of their office more thoroughly or should I support the
offices transition away from chron files?

Any advice would be appreciated,
LK

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance