Hi David,

I appreciate your detailed reply, many thanks for taking time, and
addressing this important issue. I have nothing much to add on, however
with any further research or experience, I will share my thoughts with the
listserve folks.

Thanks again,
Mohammad

On Wed, Aug 22, 2012 at 5:02 PM, Steward, David <
[log in to unmask]> wrote:

> I think you should begin by finding value in the fact that people are
> indeed recalling and using the records.  That is the primary purpose of
> having an archive.  Collect metrics on this activity to learn from the
> usage and justify the funding for the program.
>
> The second priority is just what you said, educate the users that
> transference of the records means that they are responsible for the
> protection and preservation of those records.  Perhaps incorporating some
> kind of signed understanding of this relationship can become part of your
> delivery process.
>
> There is nothing wrong with some kind of gentle reminder going on a
> regular schedule in case some users have forgotten about the records.  You
> can also survey and interview to better understand how these materials are
> used when retrieved.  It is important to determine the cost/benefit between
> long-term retrieval versus permanent removal.  No sense in paying for
> unused space at an offsite facility.
>
> Finally, you do have the responsibility to protect records that have
> historical value.  Perhaps these do require a regular follow-up plan.
>  There is a difference between retrieving and using operational records and
> the long-term holding of records that have unique value.  Odds are that the
> operational records are being used by the same departments that created
> those records.  That makes sense.  But records with true archival value do
> need to be handled in a manner that preserves the rights of all parties to
> continued access.
>
> My quick and random thoughts to your inquiry and worth every penny that
> you spent to obtain them!
>
> David B. Steward
> Director of Records
>
> HUSCH BLACKWELL LLP
> 4801 Main Street, Suite 1000
> Kansas City, MO 64112
> Direct:  816.983.8860
> Fax:  816.983.8080
> [log in to unmask]
> huschblackwell.com
> View Bio | View VCard
>
>
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-- 

*Mohammad Mumtaz Ahmad*

*MISt (2010)*

*Library and Information Studies***

*Faculty of Information (iSchool), University of Toronto*

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ARMA Toronto Chapter
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