Whenever you're looking for records management definitions, there are
two additional resources you should remember: ARMA International
publishes a "Glossary of Records and Information Terms" which is also an
ANSI/ARMA standard.
And, the ISO 15489 standard has definitions for many of these terms as
well. In fact, some of the ISO definitions are built around the core of
the ARMA Glossary.
Both of the above can be purchased through the ARMA online bookstore at
www.arma.org/bookstore
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of John Guthrie
Sent: Friday, February 18, 2005 1:41 PM
To: [log in to unmask]
Subject: Re: Records Management Ordinance
As with many definitions we started with published sources, then in
consultation with the City Attorney, City Clerk, records center activity
usage data and departmental users determined what would work best for
our
organization. For example, in the case of "inactive record" one of the
sources we used was the SAA publication "A glossary for Archivists,
Manuscript Curators and Records Managers" (Pub 1992), which also
referenced
the name of "non-current record", then "Semicurrent Record". Then we
looked
at how long a sample of records series were kept by the using office in
accordance with retention schedule periods and matched that up with the
usage (request) data from the Records Center after their transfer.
Bottom
line, it was a judgment call for what fits us best. In my humble
opinion,
any definition of this sort needs to be tempered by your circumstances,
unless there is some law or regulation that clearly lays out a
definition.
John Guthrie
-----Original Message-----
From: WALLIS Dwight D [mailto:[log in to unmask]]
Sent: Friday, February 18, 2005 10:55 AM
To: [log in to unmask]
Subject: Re: Records Management Ordinance
John, this is an excellent piece of work - Thank you for sharing (and
you too, Peter)! I just had one question: What is the basis of your
definition of an inactive record? I've looked for a definition based on
usage in the past, and this could prove helpful.
Thanks!
Dwight Wallis, CRM
Records & Distribution Services Manager
Multnomah County Fleet, Records, Electronics, Distribution & Stores
(FREDS)
1620 SE 190th Avenue
Portland OR 97233
phone: (503)988-3741
fax: (503)988-3754
[log in to unmask]
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
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
|
