Christina,
I can understand how overwhelmed you must feel. However, you may be able to
take some short cuts.
First, I would suggest that you enlist the help of one person in each
departments administrative office, to assist with an inventory of each
record series. The key elements in analyzing the inventories are: Who
creates the record, Who is responsible for the record, and what does this
record do for the University as a whole--what is its function.
Second, While the inventory is in progress, refer to some of the college and
university schedules that are in place for public institutions. Here are
the links to some for Washington colleges and Universities.
Washington State University:
http://www.wsu.edu/~forms/HTML/BPPM/90_Records/90.01_University_Records--Ret
ention_and_Disposition.htm
University of Washington:
http://www.washington.edu/admin/recmgt/retention.schedule.html
Western Washington University:
http://www.wwu.edu/depts/recmgmt/univ_retention_sched.shtml
Please note: This is not a substitute for doing your own research, but it
will however, give you a handle on what record series are generally held by
similar institutions, and the retention for similar series of records. You
may always contact the office in charge of drafting or approving these
schedules for their legal citations to see if they apply to your
institution. In short, a jumping off place for you.
Good Luck.
Elizabeth Fairfax,
Island County Records and Information Services
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Christina Zamon
Sent: Friday, February 01, 2008 6:26 AM
To: [log in to unmask]
Subject: [RM] Records Management - where do I start?
Good Morning, I made my first post on this list about two months ago and
as I continue to settle into my new job I'm finding that I'm overwhelmed
with RM responsibilities that I never expected.
I was hired in October to be in charge of the archives and special
collections and my primary training is in archives with very little RIM
experience or training. When I first arrived I found out that the
college was in the beginning stages of installing a system called Banner
to manage and consolidate the records of several departments such as
finance, student applications, alumni records, etc. So I began looking
into it to see what they were doing as far as retention of those
records. A few weeks ago I was called to meet with our legal council
who told me that she would like to see a formal records schedule in
place for the entire college. I couldn't agree more with her but I'm
feeling completely overwhelmed now. I have a multitude of archival
projects to handle including two separate archival collections (I'm a
one man department) and now the responsibility of developing a whole
records management program, including electronic records, from scratch.
I know at this point the college won't be hiring anyone to take over
this responsibility although I would like to impress upon our legal
council that if she really wants this done that they may have to hire
someone to handle it.
So my question is where do I start? I've been reading all sorts of
articles that I found on the ARMA website, looking at various college
and university records policies and deciding if I need to take a class
or a few. I wouldn't mind taking a course or doing a workshop but there
are so many out there and there are so many different parts to RIM that
I'm wondering if there is a catch-all type class that I could take
rather than travel all over and spend $200 a class. My education budget
is limited and is primarily allocated to going to SAA, NEA and other
archives related meetings.
Help!!
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Christina J. Zamon
Head of Archives and Special Collections
Emerson College
120 Boylston Street
Boston, MA 02116
Tel: (617) 824-8679
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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