http://slisweb.sj
Oops I forgot to post the link to the MARA program.
http://slisweb.sjsu.edu/programs/master-archives-and-records-administration-mara
On Wednesday, October 30, 2013 10:51 AM, mark driskill <[log in to unmask]> wrote:
Thanks Larry the term "a true archive" threw me, in the context Ann used it, it is a noun. The ARMA glossary has an entry for "archives" but not "archive". The SAA Glossary has both, with "archive" being the verb. The correct term for "a true archive" I took to mean "archives" as per the SAA definition. With all of our posts I think Ann now has some guidance. Larry, you have a firm grasp on the differences between the terms, and I applaud you because the nomenclature surrounding the terms across RM and Archival Science is confusing lots of professionals around the world. I like to think that my program, San Jose State University School of Library and Information Science, Masters in Archives and Records Administration (MARA), has taught me how to how to negotiate both professions. The MARA program really is quite remarkable (shameless plug) because of the instructors. You can read about it here.
On Wednesday, October 30, 2013 10:17 AM, Larry Medina <[log in to unmask]> wrote:
"...The decision that a record goes to an archive is the actual disposition
act. In other words, a record in a true archive is held there in
perpetuity..."
Mark-
I'm not calling you out here... but you may want to spend some time gaining
a clearer understanding of how the term "archive" is used when it comes to
records management practices and the difference between the use of the term
archive as a verb or a noun.
In a business setting, few records ever achieve a state where they would be
placed in an "archive". In most cases it would only be that limited
quantity of seriuously historic records documenting major corporate
decisions or occurrences that would be worthy of retaining in perpetuity.
The vast majority of what takes place within a Sharepoint collaborative
environment are working documents that while valuable to business use and
decision making, would typically be work papers used to develop something
produced OUTSIDE of Sharepoint that MIGHT be a candidate for an
archive.
I think what may have caused the confusion is when Ann stated:
"..which in our case it's at the end of the retention period (Project Close
+ 10 years) that then it is moved to the Records Center (a true archive)
and then the disposition process begins..."
Which is incorrect in that a Sharepoint Record Center is NOT A TRUE
ARCHIVE... it is merely a digital repository that allows the administrator
to control and limit access to a select group of users, thereby preventing
it from being changed or modified unless the stored record is copied and
'versioned'.
This whole discussion and process as described was rather confusing to me
in that anything which has a retention period assigned to it (project close
+10 years) should be moved to another environment unless it is
re-categorized and then assigned a new retention period or is is TRULY
"archived" as an enduring, historic or otherwise significant holding- not a
record.
The way the process above was described, the disposition process takes
place at the end of the PC+10, it doesn't begin then.
Larry
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--
*Lawrence J. Medina
Danville, CA
RIM Professional since 1972*
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