ASU Presentation, 10/7/1999

1
ASU Presentation, 10/7/1999

• The Electronic Records Archive Project
• at Cornell University
• A Look Back at the First Year

Oliver B. Habicht Project Systems
Analyst oh10_at_cornell.edu Adapted from Cheryl
Stadel-Bevans (Project Archivist), SAA Aug. 99
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Project 2000 (P2K)

• Goals
• To replace obsolete administrative software
  systems
• To reengineer business processes

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Project 2000 (P2K)

• Objectives
• To increase satisfaction of those who use
  Cornell's core information systems
• To enhance productivity, competence, and career
  satisfaction of administrative staff
• To reduce administrative costs and reinvest in
  academic priorities

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Electronic Records Project

• Goals
• 1. Survey current practices in two colleges
• 2. Determine the degree of replication between
  college and central records
• 3. Determine the relationship between college
  records and the new central computer system
• 4. Develop recommendations for incorporating the
  University's records retention schedule into the
  new administrative system (continued)

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Electronic Records Project

• Goals (continued)
• 5. Make recommendations to the University's
  central administration for records administration
  and archival retention of records and data in the
  new central system
• 6. Raise awareness about electronic records
  issues across campus

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Cornells Private Colleges

• College of Arts Sciences
• College of Art, Architecture, Planning
• College of Engineering
• College of Medicine
• Graduate School

• Graduate School of Management
• Graduate School of Law
• School of Hotel Administration
• Graduate School of Medical Sciences

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Cornells State Colleges

• College of Agriculture Life Sciences
• College of Human Ecology
• College of Industrial Labor Relations
• College of Veterinary Medicine

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Results of Survey

• 7 units with no archival electronic records
• Print to be safe attitude
• 9 categories of electronic records found
• calendars
• directories
• grants
• newsletters
• subject files

• email correspondence
• faculty annual reports
• faculty biography folders
• webpages

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Results of Survey (continued)

• Proliferation of back up files
• Technology and organizational change
• Currently little overlap between college records
  and central systems

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University Administrators

• Vice President of Human Resources
• Vice President for Financial Affairs and
  University Controller
• Vice President of Student and Academic Services
• University Registrar
• University Counsel
• Director of Financial Planning and Institutional
  Research
• Assistant Audit Director for Information
  Technologies

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Concerns

• The security and integrity of the system as a
  whole and of the student component in particular
• The inability to have changes made to the system
  itself once it is functional
• Ownership and accountability

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Progress

• Completed records survey
• Determined overlap between college records and
  current central systems
• Raised awareness across campus
• Working on remaining goals
• Building allies

Finis