Tag Archives: Records Management

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.

 

Spring 2015 Issue of Records Quarterly Now Available

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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

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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

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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

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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 

Spring 2014 Issue of Records Quarterly Now Available

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 By Eira Tansey

Spring 2014 Records QuarterlyThe Spring 2014 edition of Records Quarterly, a newsletter of the University of Cincinnati Records Management Program, is now available on the records management website.  Articles in this issue include:

Introduction from UC’s New Records Manager — Meet Eira Tansey, graduate of UC, and the new Digital Archivist/Records Manager

Retention Schedule Revisions — If it’s been a while since your office revised its retention schedule, here’s what to expect during the process

Disposal Certificates — How and why to fill out disposal certificates when you dispose of records

 You will also find announcements for the spring shredding event sponsored by the Office of Information Security, “Records in the News,” current events in legislation that could affect record keeping, and recent records transfers to the University Archives.

The next Introduction to Records Management workshop will take place on May 8 at 10am in Blegen Library, 8th floor. Anyone from the university community may attend, please RSVP by sending an email to eira.tansey@uc.edu

Records Quarterly is distributed electronically via the Records Management website and the Records Management listserv.

Records Update Highlights Ohio Public Records Cases

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By:  Janice Schulz

A new Records Update is now available on the Records Management Program website. Records Update is released periodically to convey timely information between publications of Records Quarterly. This issue offers “Records in the News” stories found in the media and legislative action taken in March and April.

As reported in the Spring 2013 Records Quarterly article, “Public Records: Your Rights and Responsibilities,” Ohio’s public records laws are dynamic and are continually being tested in Ohio’s courtrooms. Ohio courts decided seven public records cases in March and April and there are currently six open cases in front of the Supreme Court of Ohio. In a case close to home, on April 24 the Supreme Court of Ohio ruled that lease terms and rents between Findlay Market private management company The Corporation for Findlay Market and its tenants are trade secrets and are not open to disclosure under the public records act. In 2010, Kevin P. Luken requested copies of lease agreements from The Corporation for Findlay Market and ultimately from the City of Cincinnati. While he received the agreements, terms and rents were redacted from the released documents and cited as trade secrets. Luken initated a mandamus action against the parties, which resulted in the recent decision.

The Findlay Market decision and more are available through this issue of Records Update.

Records Management, University of Cincinnati

Spring 2013 Records Quarterly Now Available

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By:  Janice Schulz

The Spring 2013 edition of Records Quarterly, a newsletter of the University of Cincinnati Records Management Program, is now available on the records management website at http://www.libraries.uc.edu/documents/RQSpring2013.pdf. Articles in this issue include:

  • Records Quarterly Cover Spring 2013Public Records: Your Rights and Responsibilities – Learn what your responsibilities are as a UC employee when it comes to Ohio public records laws and your rights as a citizen to obtain government records.
  • Social Media and the Ohio Electronic Records Committee – See how the Ohio Electronic Records Committee is studying social media outlets such as Twitter and Facebook for their capability to create records and how that translates to UC’s social media activity.
  • When do I Dispose of Records? – Discover the answer to this oft-asked question with the help of some handy charts that make it easier for you to time your records disposition.

You will also find announcements for the spring shredding event sponsored by the Office of Information Security, “Records in the News,” current events in legislation that could affect recordkeeping, and recent gifts to the University Archives.

Records Quarterly is distributed electronically via the Records Management website.

Records Management Workshops Scheduled

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By:  Janice Schulz

Records ManagementThe next Introduction to Records Management workshops will be held February 19 and February 21, 2013.

During this workshop we will discuss the benefits you will receive from efficiently managing your 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. Also, Alecia Trammer, Human Resources will provide information regarding the policies and procedures for maintaining personnel records.

Both sessions will be held in Blegen Library’s Marge Schott Seminar Room, room 814, from 9:00 a.m. to 10:30 a.m. The workshops are free, but registration is required. You only need to register for one session; the same information will be presented at both.

Register here: http://www.surveymonkey.com/s/SWB5KB7. When you see SurveyMonkey’s “Thank you for taking this survey” page your registration has been sent.

Who should attend?
These workshops are for new records officers who have not been introduced to records management at UC and existing records officers who need a refresher as well as anyone responsible for managing University records.

Would you like these workshops presented in your office? Please contact Janice Schulz at schulz.janice.rm@gmail.com or 556-1958 to schedule a custom workshop geared to the needs of your staff.