Christina,
Very short now:
--- On Wed, 3/2/11, Christina Zamon <[log in to unmask]> wrote:
This actually brings up a few questions.
1) how do I handle surveying/inventorying records that might be held by an outside firm or consultant? Do I survey the records held by the person/company that relate to Emerson College or is it up to them to provide me with information?
Check the Archives for postings related to Third Party issues, especially Julie Colgan's answers.
It is possible, that in your case one outside is the easiest one
Know-How - these outside consults charhe the job provider, Your college" for every case they are dealing with. This listing is possibly kept by???? Accounting, Admintistrative Assistant to BOSS - check who gives him work.
Also, check the conditions of keeping the files according to Agreement - access, Freedom of Information,...., also, where does the consult keeps files - probably it is doing the job, but the real "papers" sends to off-site storage - and charge you for it - reguest who is its records center provider, list of files and boxes.
2) Finally, Emerson is in the process of building a new Los Angeles Center (not a campus but a building). As of now I was told not to worry about the records generated in LA (we've had classes and offices there for about 25 years but now we are building a purpose built building and expanding the program). We also have a castle in Holland that I'm sure is generating at least some records in relation to the oversees program. To my mind these records should also be surveyed and inventoried. How do I make that case to the administration? I realize that those two programs would be the last to be tackled but I still think they need to be addressed.
Look at this as you are big corporation with different locations - there are many examples in the Archives.
Who is the FIRST PERSON, related to Records -You, or somebody else.
legal issues - your State, and LA State probably have different Laws, and they affect your activity.
So any other thoughts?
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Christina J. Zamon
Head of Archives & Special Collections
Emerson College
(617) 824-8679
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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