Evaluating a University Records Management Program

1
Evaluating a University Records Management Program

• Timothy R. Sanford
• Assistant Provost

Brenda Beasley Research Assistant
The University of North Carolina at Chapel Hill
ECURE 2001
2
Background

• The Records Management Program
• Custom Schedules
• Unit Liaisons
• Integrated with University Archives
• No Storage

3
RMP Challenges

• Large number of campus units
• Decentralization of University hierarchy
• Lack of resources
• Education / Training
• Low priority

4
The Evaluation

• Survey on web of unit liaisons
• Focus group discussions
• Interviews
• Comparison to other RM programs

5
Liaison Survey Results

• 27 Total response rate (138/500)
• 63 have found RMP to be at least somewhat
  helpful
• 55 have Work Plans that do not include their
  liaison responsibilities
• 44 spend at least 1 hour per week on RM

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Liaison Survey Results, cont.

• 60 are at least somewhat satisfied with their
  Schedule
• Of the liaisons with Schedules, 82 attempt to
  use it
• Most common written response lack of time
• 53 reported a need for additional storage space

7
Liaison SurveySummary

• Most liaisons report the training sessions to be
  helpful
• Liaisons often found retention schedules
  difficult to understand
• Many liaisons continue to practice poor records
  management

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Liaison SurveyMisconceptions

• RM is an extraneous activity
• Disregard for NC Public Records Law
• Using lack of storage as an excuse
• Lack of familiarity with the volatility of
  electronic formats

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Liaison Focus Group

• Lack of time theme
• High levels of frustration
• Unanimous dissatisfaction with office records
• Desire to do what is right

10
Interviews

• Dr. Ed Southern, State Records Center of North
  Carolina
• Dr. William Saffady, records management author,
  consultant, and professor at Long Island
  University

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Survey of Peer InstitutionsGoals

• Trace common approaches
• Identify current trends
• Develop a profile of successful practices
• Learn how other institutions are dealing with
  electronic records

12
Survey of Peer InstitutionsFindings

• 68 use customized schedules
• 48 offer training programs
• 76 combine archives and records management
• 88 offer records storage
• 40 have guidelines for electronic records

13
Evaluation Summary

• Gathered helpful information about RMP on campus
• Learned about programs at other universities
• Strengthened the RMP Program