Wow! Archival theory questions here, who would have thunk it?

The Archivist would be correct in saying that the historical chrono
files should be maintained as a permanent record. However, it is not the
job of the Archivist to tell operations how to function. The Archivist
might lament the loss of such a historically valuable resource. If the
process no longer exists or is significantly altered, the Archivist
should document/records the change.

I suggest you determine the best business solution for your operation.
Measure your needs against the administrative, fiscal, leagal, and yes
even the historical values. The historical (Archival) value will in most
cases apply to the preservation of a record not the requirement to
generate it.

I think your Archivist mught be overstepping their bounds a bit.
Although, as an Archivist, I find it interesting that one should step to
the front line and take an active role.

Chris Flynn

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Leslie Knoblauch
Sent: Wednesday, November 09, 2005 6:26 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

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