Tag Archives: Records Management

Changing of the GRS

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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.

General Records Schedule Archives and Rare Books Library Records management
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UCBA Library To Host An Introduction to Records Management Workshop

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Introduction to Records Management Workshop

laptop sitting on desk

Presented by Eira Tansey, Digital Archivist/Records Manager, UC Libraries
Wednesday, March 13 from 2p-3p
Muntz 117 (Learning & Teaching Center)

During this workshop, we will discuss the University’s records policy and requirements, benefits you will receive from managing your records, your responsibilities as an employee, and the proper means of records disposal and archiving.

Please RSVP at https://uc.libsurveys.com/workshop-registration by Monday, March 11th.

Read Source to Learn How We’re Making Digital Collections More Widely Available and More UC Libraries’ News

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sourceRead Source, the online newsletter, to learn more about the news, events, people and happenings in UC Libraries.

In this edition of Source we highlight some of the University of Cincinnati Libraries’ newest endeavors in digital collections. From the latest version of the university’s digital repository, Scholar@UC, to a new archive space for special collections, to our recent membership in the large-scale collaborative repository HathiTrust, UC Libraries has made great strides in increasing our digital footprint and exploring new ways to enhance our user’s scholarship and the ways they can access and utilize our collections.

In addition, read about two exciting projects UC Libraries is involved in: PBS’s Great American Read and the touring exhibit Native Voices: Native Peoples’ Concepts of Health and Illness.

Read these articles, as well as past issues, on the web at http://libapps.libraries.uc.edu/source/ and via e-mail. To receive Source via e-mail, contact melissa.norris@uc.edu to be added to the mailing list.

Digital Archivist Eira Tansey to Give Keynote Address at Digital Preservation Forum Wednesday

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Eira Tansey

Eira Tansey

Eira Tansey, digital archivist/records manager in the Archives and Rare Books Library, will deliver a keynote address at the Digital Library Federation’s (DLF) Digital Preservation Forum from 4-5 pm on Wednesday, Oct. 25. DLF keynotes feature speakers doing work around contemporary issues in librarianship and cultural heritage (see 2016’s speakers). Eira’s talk, titled “The Necessary Knowledge,” will focus on the connections between record keeping and environmental protection, using Pittsburgh’s environmental history – where DLF is taking place – as a backdrop.

Logistical details:

Wednesday, October 25, 4-5 pm. This is the opening keynote for National Digital Stewardship Alliance’s Digital Preservation 2017: “Preservation is Political,” which is hosted by the Digital Library Federation and taking place in Pittsburgh.

Live stream link: https://forum2017.diglib.org/livestream-recordings/

Speaker page: https://forum2017.diglib.org/speakers/eira-tansey/

Eira Tansey is the digital archivist and records manager at the University of Cincinnati’s Archives and Rare Books Library. She has previously written about Cincinnati’s public libraries, the visibility and compensation of archivist’s labor and the effects of climate change on archival practice. She is currently collaborating on a Society of American Archivists foundation grant to develop a comprehensive data set of American archives locations in order to aid future spatial analysis of the field, and researching environmental regulatory record keeping.

The National Digital Stewardship Alliance, hosted by the Digital Library Federation, is a consortium of more than 220 partnering organizations, including universities, professional associations, businesses, government agencies and nonprofit organizations, all committed to the long-term preservation of digital information. Members work together to preserve access to our national digital heritage.

 

What Is the Ohio Electronic Records Committee?

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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

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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

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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

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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.

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

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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/).

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Shredding Event and Records Management Workshops

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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.