For 100 years, the Arlitt Center has been a cornerstone of early childhood education, founded as one of the nation’s first laboratory preschools and continuously championing the rights and potential of young children. The center was founded by Ada Hart Arlitt, PhD, University of Cincinnati faculty member and a prominent figure in early childhood psychology and the child study movement.
An exhibit on display on the fourth floor of the Walter C. Langsam Library celebrates the past, present and future of the Arlitt Center. Included in the exhibit are images from the Archives and Rare Books Library and a bibliography of published works by Ada Hart Arlitt.
The Archives and Rare Books Library holds the Ada Hart Arlitt Papers, containing correspondence related to her professional activities as a faculty member in the Department of Child Care and Training at UC, as well as her involvement with the National Congress of Parents and Teachers. A finding aid about the collection is available.
The exhibit was a collaboration between with Arlitt Center and UC Libraries. Reece Guthier, communication design co-op student, designed the exhibit.
Librarians, archivists, and records managers can say “record” to one another and know it means document, catalog record, three-dimensional object, or digital file. But this wide net can confuse those who create and manage records but do not consider them central to their jobs. Ask and they may reply “What’s a record?”
At the University of Cincinnati, a record, whether it’s created, received, or managed by university employees represents an action taken to complete a task. Many documents, paper or digital, can be considered records. But not all for various reasons. Records exist in many places, from filing cabinets to the cloud. Email is a curious case, being both a record and a means for transmitting them.
Record is a ubiquitous term that casts a wide net. Any confusion is understandable. But at UC, a record can be any document, device, or item, physical or digital, regardless of its purpose. Whatever its form or the purpose it was created for or received by UC, a record serves to document the organization, functions, policies, decisions, procedures, operations, and other activities at UC.
At the same time, not every document, device, or item constitutes a record. Examples include rough notes, drafts, or copies kept for reference which do not contain information requiring preservation or duplicate information found in documents deemed official records. Because they are not considered records, they may be discarded whenever the creator or user deems it appropriate.
Those that are records can be found in many locations. Physical ones include boxes, filing cabinets, and folders. Digital locations include computers, shared drives, databases, the cloud, and email servers.
But email as both a record and a location? The answer is yes. Those considered records contain information that falls under the campus-wide General Records and Retention Schedule (GRS), which determines how long records are retained. This does not mean that all emails constitute records. These typically include meeting reminders, courtesy copies, listserv notices, drafts, or a means to transmit documents (e.g. attachments or OneDrive links). They may be deleted.
The definition of a record at UC means that it documents an activity. Not all documents and items, physical or digital, are considered records. Those deemed records can be found in many places from filing cabinets to Teams. Emails serve as both records and means for transmitting them. With this knowledge, UC faculty and staff can exercise greater confidence in knowing what records are and are not and their uses.
The Archives & Rare Books Library is pleased to serve the University of Cincinnati with instruction in records management. With a student population of 53,000 and 12,000 employees, lots of records are created, received, managed, and destroyed or transferred at UC every day. The instruction gives employees the skills and knowledge to confidently manage records under their oversight. But what can they expect from instruction?
It starts with defining what a record is: any document, device, or item – physical or digital – that’s created by or received by UC to perform an action. That’s a broad definition but necessary with the many kinds of records on campus. At the same time, it’s just as important to know what is not a record: rough notes or drafts of official documents.
With these definitions, employees can better understand their responsibilities, starting with the four reasons for records management at UC: 1. Minimizing legal risk; 2. Reducing physical and digital storage costs; 3. Increasing administrative efficiency; 4. Preserving UC history. These help employees learn to create or receive records only as necessary to do their jobs and help others. But what about keeping or discarding records?
That involves the records retention schedules. They are a huge part of records management, determining how long records are kept. Most records at UC fall under the General Records Schedule. The GRS governs common business, administrative, and education records. Most areas of UC use the GRS. Yet some units have highly specialized records and therefore use unique retention schedules. Training helps employees understand and navigate both.
With staff understanding what records are, their responsibilities, and the retention schedules, they are ready to learn about destruction and transfer of records. Some records lose their usefulness with time and require destruction. But any destruction is documented on a form. Other records retain their usefulness and are transferred to University Archives.
To learn more about records management at UC, please contact the Records Manager to schedule a training for your unit (kirkwojp@ucmail.uc.edu or 513-556-1958. Training typically lasts one hour with a presentation and Q&A after. Specialized topics require more notice and preparation.
Read Source, the online newsletter, to learn about the news, events, people and happenings in UC Libraries.
In this issue of Source, Liz Kiscaden, dean and university librarian, writes about how UC Libraries is taking advantage of funding opportunities to Invest in Strategic Priorities. The Archives and Rare Books Library announces receipt of a national grant to process historic Cincinnati schools desegregation case records.The Carl Solway Gallery Archive in the Robert A. Deshon and Karl J. Schlachter Library for Design, Architecture, Art and Planning (DAAP) Library is featured. Ted Baldwin, head of the Sciences Libraries, writes about how the razing of the iconic Crosley Tower will necessitate the move of the current Chemistry-Biology Library space to Braunstein Hall where it will merge with the Geology-Mathematics-Physics Library to become the Science Library opening fall semester.
Read these articles, as well as past issues, on the website. To receive Source via e-mail, contact melissa.norris@uc.edu to be added to the mailing list.
Our final spotlight of Black History Month is a well-known figure in Cincinnati’s history of civil rights and activism, Marian Spencer. Born in Gallipolis, Ohio in 1920, Marian Alexander was a graduate of Gallia Academy and went on to study English literature at the University of Cincinnati. During her time at the university, she was involved in campus life and was an active member of Alpha Kappa Alpha Sorority. While here, she also met her husband, Donald Spencer. After college, the couple settled down and had two sons, Donald and Edward.
Spencer’s sons were actually what sparked her passion for civil rights and equality. When the boys were young, they wanted to go to an event at Coney Island Amusement Park but were disappointed when they showed up and were escorted out because it was a segregated event. Spencer, along with 28 other witnesses filed a lawsuit and won the case to desegregate the park.
Following this event, Spencer dedicated herself to fighting for civil rights and equality in the Cincinnati area. She spent time as the NAACP Cincinnati Chapter president, served on Cincinnati’s City Council and was a representative of Ohio’s Democratic Party at a national level. Even more than this, Spencer was passionate about equality in education and played a pivotal role in the 1974 Bronson case, which was a catalyst in desegregating Cincinnati Public Schools. Other organizations Spencer worked with include Housing Opportunities Made Equal, Planned Parenthood, Cincinnati Human Services Task Force and the U.S. Civil Rights Commission Ohio Advisory Board.
You might recognize Marian Spencer’s name by the street that’s named after her downtown, the dormitory that’s named after her or perhaps by her well-known scholarship here at UC. To learn more about Marian Spencer’s life and work, visit the digital exhibit:
In celebration of Black History Month, we are highlighting African American figures who were influential in their efforts to further civil rights, education and leadership in the city of Cincinnati and America.
Our first spotlight is Theodore Berry. A native of the area, Berry was born in Maysville, Kentucky in 1905. As a young adult, he attended the University of Cincinnati where he received his BA and Law degree, and later in life, his Doctor of Laws.
After his time at UC, Berry served as president for the Cincinnati Chapter of the NAACP, served as morale officer in the Office of War Information, acted as lead defense attorney for the Tuskegee Airmen and served four terms on Cincinnati’s City Council. After an unsuccessful campaign for a fifth City Council term, Berry became a representative for future president John F. Kennedy. Once Kennedy was in office, Berry continued to pioneer civil rights by bringing the NAACP into the White House and serving on its National Board of Directors.
In 1963 Berry was elected for a fifth term on City Council and ended his time there when President Lyndon B. Johnson appointed him director of Federal Community Action Programs and assistant director of the Office of Economic Opportunity. Nine years later, Berry was sworn in as the first African American Mayor of Cincinnati. Berry retired from political life in 1975 and passed away 25 years later in 2000.
Through his life and work, it’s easy to see that Theodore Berry was a figure who was revered, trusted and that he made a big impact on Cincinnati and beyond. We are proud to honor him this month and always.
His papers, including correspondence, photographs, news clippings, reports, studies and minutes of meetings are located in the Archives and Rare Books Library. To learn more about Theodore Berry, visit the digital exhibit:
Change happens. It’s a fact of life. For lots of reasons. Recent changes to the General Records Schedule, the document providing direction for the disposition of records generated by UC personnel, show that it’s no different for records retention. While slight, the changes were still essential to executing the records management program. What is as important as change happening is that these changes be documented for and shared with relevant stakeholders. Fortunately, at UC a process exists for that. It occurs in three phases: the reason behind the changes, how the GRS is updated, and communication of the changes.
The University of Cincinnati Libraries invites applications for the university archivist and head, Archives & Rare Books Library. The successful candidate will be responsible for the development and management of services and collections of the Archives and Rare Books Library, which includes rare books, manuscripts, the University Archives, and other archival and special collections. Additionally, as university archivist, the position is responsible for promoting use and engagement with collections documenting the history of the University of Cincinnati and providing leadership oversight of University Records Management Program.
This full-time, faculty tenure-track position has a salary range of $85-110K plus stipend and is covered by the American Association of University Professors (AAUP), UC’s collective bargaining agreement. UC faculty librarians have access to annual funding to support conference attendance and professional development needs.
This position operates under the principles of the UC Libraries Strategic Framework: NEXT Directions, which aims to increase the Libraries’ impact by: creating paths to education innovation and student success; contributing to the university’s research, learning and teaching agendas; and by creating partnerships within UC, the wider Cincinnati urban community and at national and international levels.
This work requires a substantial investment in people, a renewed commitment to Diversity, Equity and Inclusion and a continued focus on and acceleration of digital transformations as the Libraries continues to fulfill its mission and achieve the vision to become the globally engaged, intellectual commons of the university—positioning itself as the hub of collaboration, digital innovation and scholarly endeavor on campus.
Read Source, the online newsletter, to learn about the news, events, people and happenings in UC Libraries.
In this issue of Source, Dean Xuemao Wang takes time to reflect as work begins to transition back on campus and we showcase UC Libraries innovation and impact during the pandemic. In addition to articles highlighting collections such as Albert Sabin’s papers and Obed Wilson’s library, this issue also marks the commemoration of the first national Juneteenth holiday and features an interview with the authors of the recent University of Cincinnati Press book, Bicycling Through Paradise. As our 19th year of publication comes to a close, we feature a retrospective of past covers and a look back at the 2009 Edible Books event.
Read these articles, as well as past issues, on the website. To receive Source via e-mail, contact melissa.norris@uc.edu to be added to the mailing list.
