SPEC Kit 305: Records Management (August 2008)
This SPEC Kit explores the state of records management in ARL member institutions.
The survey was distributed to the 123 ARL member libraries in February 2008. Sixty-two libraries completed the survey for a response rate of 50%. Of those 62, 41 (66%) have records management programs. Three have had programs, but no longer have them. One of these began at an unknown time and ended in 1993; one existed for only five years, between 1991 and 1996; a third ended in 2003 after thirty-eight years of operation.
At the majority of responding institutions (25 or 61%) records management duties are located in a library unit. They are the responsibility of special collections in twelve institutions (29%); archives units that are part of the library system but not part of the special collections library or department in five cases (12%); and another library unit or department in 10 cases (24%). Records management is the responsibility of an archives unit that is not part of the library system in five cases (12%) and of some other non-library unit or department in 11 cases (27%).
The survey results also show which staff manage records and how much time they spend on this activity; how staff are trained; who pays for records management; who makes policy decisions; what types of materials are included; where these materials are stored; procedures for adding and discarding materials; who may retrieve records from storage; and more.
This SPEC Kit includes documentation from respondents in the form of records management unit Web pages, policies, retention schedules, job descriptions, transfer, retrieval, and destruction forms, and management of electronic records.
Center, Jr., Clark E. Records Management. SPEC Kit 305. Washington, DC: Association of Research Libraries, August 2008.
Table of Contents
SPEC Kit 305: Records Management (August 2008)
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Records Management frontmatter
33
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Survey Results
1111
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Representative Documents
6969
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About Records Management
7171
- University of Georgia: University of Georgia Records Center 7272
- Georgia Institute of Technology: Archives and Records Management 7373
- University of Kentucky: Records Management at the University of Kentucky 7474
- Massachusetts Institute of Technology: Records Management Program at MIT 7676
- Ohio State University: The Ohio State University Archives 7777
- Ohio State University: Records Management: An Overview 7878
- Ohio State University: 7 Elements of a Records Management Program 7979
- University of Oregon: Records Management (RM) Services 8080
- Pennsylvania State University: Penn State University Archives: Records Management 8181
- Pennsylvania State University: Records Management: The Program Encompasses 8282
- University of Western Ontario: Records Management Services 8383
- Yale University: Manuscripts and Archives. Information for Yale Offices. Introduction 8484
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Records Management Policies
8585
- University of Cincinnati: Records Management Program. Policy and Procedure Guide 8686
- University of Connecticut: Records Management. Policies 8888
- Kent State University: University policy regarding records retention 9090
- Massachusetts Institute of Technology: Records Management Program at MIT. Policies 9191
- Massachusetts Institute of Technology: Institute Records Access Policy 9292
- University of Oregon: Records Management (RM) Policies 9393
- University of Western Ontario: University Records and Archives Policy 9494
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Job Descriptions
9999
- University of Connecticut: University Archivist/.../University Records Manager 100100
- Cornell University: University Records Manager 102102
- Cornell University: Records Management Specialist 104104
- University of Georgia: Head, University Archives & Records Management 106106
- University of Georgia: Records Manager 108108
- University of Georgia: University Archives Processing Assistant 110110
- University of Georgia: Records Technical Assistant 112112
- University of Georgia: University Archives Associate 114114
- Yale University: Records Services Archivist 116116
- Yale University: Head of University Archives and Electronic Records Archivist 118118
- Yale University: Library Service Assistant III 120120
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Inventory/Transfer Forms
121121
- University of Cincinnati: Simplified Records Inventory Form 122122
- University of Cincinnati: Standard Records Inventory Form 125125
- Duke University: Transferring Office Records to the University Archives 126126
- University of Georgia: Box Transfer Form for Storage 128128
- Georgia Institute of Technology: Records Transfer Memorandum 129129
- University of Kentucky: Departmental Transfer Form. Permanent Materials 130130
- University of Louisville: Records Inventory and Transmittal 131131
- Oklahoma State University: Transfer of Official Permanent Records to University Archives 132132
- Oklahoma State University: How to Transfer Official Records to University Archives 133133
- Oklahoma State University: Notice of Items for Destruction or for Transfer to Archives 134134
- University of Oregon: Instructions for Transferring Non-Permanent Records 135135
- Yale University: Information for Yale Offices. Inventory Template 137137
- Yale University: Instructions for Creating an Inventory 138138
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Request/Retrieval Forms
139139
- University of Connecticut: Record Center. Reference Request 140140
- University of Georgia: Records Request Form 141141
- Georgia Institute of Technology: Request Retrieval of a Record 142142
- University of Kentucky: Offsite Storage Retrieval Request Form 143143
- Yale University: University Archives: Retrieval Request 144144
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Records Retention
145145
- University of British Columbia: Records Retention Schedule and Disposal Authorities (RRSDAs) 146146
- Duke University: University Records Retention Guidelines 148148
- University of Georgia: Records Retention Guidelines 149149
- Georgia Institute of Technology: Retention Requirements 150150
- Georgia Institute of Technology: Records Decision Tree 151151
- University of Illinois at Chicago: UIC Records Management–Approved Records Schedules 152152
- Iowa State University: University Records Retention Schedule 155155
- Kent State University: Welcome to the Records Retention reference site 156156
- University of Louisville: Records Retention Schedules 157157
- Massachusetts Institute of Technology: Records Retention Schedules 158158
- Ohio State University: Records Retention Schedules 159159
- University of Oregon: UO Records Retention Schedule 161161
- University of Western Ontario: Records Retention and Disposal Schedules 163163
- Yale University: Information for Yale Offices. Records Schedules 164164
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Disposal/Destruction Forms
165165
- University of Cincinnati: Certificate of Records Disposal 166166
- University of Connecticut: Records Disposal Authorization 167167
- University of Georgia: Destruction of Records 168168
- University of Georgia: Box Transfer Form for Destruction 169169
- Kent State University: Certificate of Records Destruction 170170
- University of Kentucky: Records Destruction Certificate Instructions 171171
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Electronic Records Management
173173
- University of Cincinnati: Policy and Procedure Guide. Electronic Records Management 174174
- University of Connecticut: Strategic Plan for Electronic Records (2000) 178178
- University of Georgia: Electronic Mail (Email) & Electronic Records 179179
- Georgia Institute of Technology: Electronic Records 180180
- University of Kentucky: Electronic Records 181181
- Ohio State University: eLectronic Records: An Overview 182182
- Ohio State University: eMail Management: An Overview 185185
- Pennsylvania State University: University Guidelines on Retention of E-Mail 190190
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About Records Management
7171
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Selected Resources
191191
Title:
SPEC Kit 305: Records Management (August 2008)