What Is the Ohio Electronic Records Committee?

By Eira Tansey, Digital Archivist/Records Manager

Public-sector archivists, records managers, and other information professionals across the country share similar challenges: electronic records are getting more complex, public institution budgets are leaner (and sometimes cut to the bone), and citizen’s interest in access to public records grows. In Ohio, we are addressing some of these challenges through the Ohio Electronic Records Committee (OhioERC). Continue reading

Out of Sight, Out of Mind

By Eira Tansey, Digital Archivist/Records Manager

The transition from paper-based workflows to electronic records-based workflows has been one of the most profound ways in which work has changed over the last several decades. The “paperless revolution” has created many unanticipated challenges, but perhaps one of the more underrated ones is how it has affected institutional archives. Continue reading

Behind the Scenes with UC’s Digital Archivist: Finding the Needle in the Haystack

By Eira Tansey, Digital Archivist/Records Manager

A constant challenge for digital archivists is identifying potentially sensitive material within born-digital archives. This content may be information that fits a known pattern (for example, a 3-2-4 number that likely indicates the presence of a social security number), or sensitive keywords that indicate the presence of a larger body of sensitive information (for example, the keywords “evaluation” and “candidate” in close proximity to each other may indicate the presence of an evaluation form for a possible job applicant).

Digital archivists use a number of tools to screen for potentially sensitive information. When this information is found, depending on the type of information, institutional policy, legal restrictions, and ethical issues, archivists may redact the information, destroy it, or limit access to it (either by user, or according to a certain period of time). Continue reading

Behind the Scenes with UC’s Digital Archivist: Making Sense of It All

By Eira Tansey, Digital Archivist/Records Manager

When archivists first make contact with a large group of records, they often perform some form of appraisal. You might think of appraisal as being the calling card of the much-loved PBS television show Antiques Roadshow, in which average people realize that Great Aunt Milly’s painting is a valued masterpiece – or a total dud.

Unlike appraisers, when archivists appraise something they generally aren’t assigning a monetary value, but seeking to articulate the value of the records and the information they contain. The Society of American Archivists defines (http://www2.archivists.org/glossary/terms/a/appraisal#.V2hA1jXERmM)  appraisal as:

  1. ~ 1. The process of identifying materials offered to an archives that have sufficient value to be accessioned. – 2. The process of determining the length of time records should be retained, based on legal requirements and on their current and potential usefulness. – 3. The process of determining the market value of an item; monetary appraisal.

Continue reading

Behind the Scenes with UC’s Digital Archivist: Much Ado About Digital

By Eira Tansey, Digital Archivist/Records Manager

Within the archives profession, “Digital Archivist” is one of the fastest-growing job titles (http://digitalcommons.kennesaw.edu/provenance/vol31/iss2/5/). The Society of American Archivists offers a Digital Archives Specialist curriculum and certificate (www2.archivists.org/prof-education/das).   And library and archives conferences abound on topics of an electronic and digital nature – like Saving The Web (https://www.loc.gov/loc/kluge/news/save-web-2016.html), the Digital Library Federation (https://www.diglib.org/), and the Software Preservation Network Forum (http://www.softwarepreservationnetwork.org/spn-forum/).

So what does a digital archivist do? Every digital archivist’s responsibilities will look slightly different depending on institutional mission, priorities and resources. As the first link indicates, there isn’t even professional consensus whether a digital archivist is one who works with digitization of analog material (like paper documents and manuscripts, rare books, maps, etc), or someone who works with “born-digital” materials. In many institutions, both of those responsibilities may be within the Digital Archivist’s charge. As UC’s Digital Archivist/Records Manager, my responsibilities center on working with born-digital archives, digital preservation, and overseeing UC’s Records Management program. I also work closely with my colleagues in Digital Collections on digitization projects (http://digital.libraries.uc.edu/).

Continue reading

Shredding Event and Records Management Workshops

By: Eira Tansey

A shredding event sponsored by the Office of Information Security will take place on October 29 from 9 am-1 pm on McMicken Commons. Employees may bring personal or professional records to shred. University records must be destroyed in compliance with the university’s records management policy. Information on proper destruction of university’s records may be found here or by contacting Eira Tansey, Records Manager.

UC Records Management will be offering two “Records Management 101” workshops before the end of the year. The workshops will be held on Tuesday, November 17 at 2 pm and Tuesday, November 24 at 10 am. Both workshops will take place in Blegen Library. During this workshop we will discuss the benefits from efficiently managing records, UC’s records program, public records, the definition of a “record,” the development of records retention schedules and proper means of records disposal.

To RSVP for a workshop, please email Eira Tansey, Records Manager indicating your date preferences.

Records Management workshops are regularly held each semester. For information on future workshops, please subscribe to the Records Management listserv.

 

Spring 2015 Issue of Records Quarterly Now Available

By:  Eira Tansey

Records QuarterlyThe current UC Records Management newsletter shares information on upcoming spring workshops, an announcement about Box@UC, program updates, and records in the news.

Click on the link to get the latest: http://www.libraries.uc.edu/
content/dam/libraries/arb/docs/records-management/rq-spring2015.pdf and if you have any questions about UC records, just contact me in the Archives & Rare Books Library at 556-1958 or at eira.tansey@uc.edu.

For more information on the Archives & Rare Books Library and its holdings, please contact us by phone at 513-556-1959, by email at archives@ucmail.uc.edu, or on the web at http://www.libraries.uc.edu/arb.html.

Fall 2014 Records Quarterly Now Available

By: Eira Tansey

rqfall2014-cover-smallThe Fall 2014 UC Records Management newsletter shares information on wrangling email, program developments, information on upcoming workshops in November and December, and program news.

Click here for the latest issue and if you have any questions about UC records, just contact Eira Tansey in the Archives & Rare Books Library at 556-1958 or at eira.tansey@uc.edu.

For more information on the Archives & Rare Books Library and its holdings, please contact us by phone at 513-556-1959, by email at archives@ucmail.uc.edu, or on the web at http://www.libraries.uc.edu/arb.html.

Summer Issue of Records Quarterly Now Available

By:  Eira Tansey

Records Quarterly cover Summer 2014The current UC Records Management newsletter shares information on reducing  that hoard of administrative records in your office, tips for how you can organize records through shared drives, information on upcoming workshops, and program news.

Click here for the latest issue and if you have any questions about UC records, just contact me in the Archives & Rare Books Library at 556-1958 or at eira.tansey@uc.edu.

And for more information on the Archives & Rare Books Library and its holdings, please contact us by phone at 513-556-1959, by email at archives@ucmail.uc.edu, or on the web at http://www.libraries.uc.edu/arb.html.

 

Introduction to Records Management Workshop

By Eira Tansey

The next Introduction to Records Management Workshop will be held on Thursday, May 8 at 10am in Blegen Library, 8th floor. All members of the university community are welcome to attend this 1-hour workshop.  Please RSVP to eira.tansey@uc.edu.

Led by the University Records manager, we will discuss the benefits you will receive from efficiently managing university records, UC’s records program, your role as a keeper of public records, the definition of a “record,” how to perform records inventories, the development of records retention schedules, and proper means of records disposal. A representative from the Office of Information Security will also be involved in the presentation.

For more information on UC’s Records Management program, please visit http://www.libraries.uc.edu/arb/records-management.html 

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