14 · Survey Results: Executive Summary
spend less than half their time on records manage-
ment duties are mostly designated as archivists.
Overall, the mean percentage of time is 70.6% and
the median is 95%.
Eighteen respondents (72%) reported a total of 27
other professional staff. In ten cases these were in ad-
dition to a records manager in eight they were instead
of a records manager. The majority of these positions
are archivists. Time spent on records management
duties by individuals in these positions ranges from
a minimum of 1% to a maximum of 100%, though
only seven individuals spend more than 50% of their
time on these activities. The mean percentage of time
is 37.5% and the median is 25%.
Twelve programs (48%) have a total of 17 support
staff. Titles reported include Archives and Records
Assistant, Archives Assistant, Inactive Records Center
Manager, Institutional Records Assistant, Office
Manager, Project Archivist, Records Management
Specialist, Records Services Assistant, Records
Technical Assistant, Reference Assistant, and Senior
Library Associate. Time spent by individuals in these
positions on records management duties ranges from
a minimum of 1% to a maximum of 100% (8 of 17
support staff). The mean is 60.7% and the median is
75%.
Twelve programs (48%) have student assistants,
including three that don’t have support staff. Time
spent on records management duties by the 24 indi-
viduals in these positions ranges from a minimum
of 0.1% to a maximum of 100% with a mean of 34.8%
and a median of 20%.
Three respondents (12%) reported additional pro-
fessional staff that didn’t fit above. Their titles and
percent of time spent on records management are:
Associate Dean of the Special Collections and Digital
Programs Division (represents the university on the
State Records Commission) (1%) Manager, Resource
Support (25%) and Records Services Archivist
(75%).
The majority of records management programs (12
of 22 or 55%) report to the head of the archives. Four
report to the head of special collections/archives, five
report to an AUL position, and one reports to the
university librarian.
Budget
Only four of the 25 respondents (16%) have a separate,
designated operating budget for records manage-
ment. The remainder (84%) are covered by a general
operating budget. Of the four with a separate budget,
one’s funding is part of the administering unit’s bud-
get, one’s is part of the broader institution’s budget,
and two derive their funding from both the institu-
tion’s and the administering unit’s budgets. Eighteen
respondents (72%) indicated that all costs are covered
by their budget. Two (8%) also charge for services. At
one institution, each department covers its own ex-
penses. Other responses indicate that a combination
of strategies is used to cover costs.
Seven respondents (28%) described charges for
services, including: charges for boxes, charges for
box pickup, charges for re-boxing and inventory if
departments are unable to do so, hourly fee for ser-
vices, and charges for storage, retrieval, destruction,
and HIPPA-related requests. Units may also be re-
quired to use preferred vendors and are responsible
for charges incurred.
Records Management Services
Records programs manage a variety of record types.
Of the 25 responding institutions, all manage text
(eye-readable), 22 (88%) manage graphic materials
(eye-readable pictures, drawings, maps, photographs,
architectural plans, etc.), 19 (76%) manage audio-visu-
al materials (sound recordings, film, etc. requires a
device other than a computer to access), and 18 (72%)
manage electronic records (medium that requires a
computer to access). In addition, two have artifacts
and one has floppy disks in non-permanent records.
Respondents were asked whether the records
management program or another unit provided a
list of records management services. In the major-
ity of cases the records management program pre-
pares policy and procedure documents (85%), trains
originating department staff in proper records man-
spend less than half their time on records manage-
ment duties are mostly designated as archivists.
Overall, the mean percentage of time is 70.6% and
the median is 95%.
Eighteen respondents (72%) reported a total of 27
other professional staff. In ten cases these were in ad-
dition to a records manager in eight they were instead
of a records manager. The majority of these positions
are archivists. Time spent on records management
duties by individuals in these positions ranges from
a minimum of 1% to a maximum of 100%, though
only seven individuals spend more than 50% of their
time on these activities. The mean percentage of time
is 37.5% and the median is 25%.
Twelve programs (48%) have a total of 17 support
staff. Titles reported include Archives and Records
Assistant, Archives Assistant, Inactive Records Center
Manager, Institutional Records Assistant, Office
Manager, Project Archivist, Records Management
Specialist, Records Services Assistant, Records
Technical Assistant, Reference Assistant, and Senior
Library Associate. Time spent by individuals in these
positions on records management duties ranges from
a minimum of 1% to a maximum of 100% (8 of 17
support staff). The mean is 60.7% and the median is
75%.
Twelve programs (48%) have student assistants,
including three that don’t have support staff. Time
spent on records management duties by the 24 indi-
viduals in these positions ranges from a minimum
of 0.1% to a maximum of 100% with a mean of 34.8%
and a median of 20%.
Three respondents (12%) reported additional pro-
fessional staff that didn’t fit above. Their titles and
percent of time spent on records management are:
Associate Dean of the Special Collections and Digital
Programs Division (represents the university on the
State Records Commission) (1%) Manager, Resource
Support (25%) and Records Services Archivist
(75%).
The majority of records management programs (12
of 22 or 55%) report to the head of the archives. Four
report to the head of special collections/archives, five
report to an AUL position, and one reports to the
university librarian.
Budget
Only four of the 25 respondents (16%) have a separate,
designated operating budget for records manage-
ment. The remainder (84%) are covered by a general
operating budget. Of the four with a separate budget,
one’s funding is part of the administering unit’s bud-
get, one’s is part of the broader institution’s budget,
and two derive their funding from both the institu-
tion’s and the administering unit’s budgets. Eighteen
respondents (72%) indicated that all costs are covered
by their budget. Two (8%) also charge for services. At
one institution, each department covers its own ex-
penses. Other responses indicate that a combination
of strategies is used to cover costs.
Seven respondents (28%) described charges for
services, including: charges for boxes, charges for
box pickup, charges for re-boxing and inventory if
departments are unable to do so, hourly fee for ser-
vices, and charges for storage, retrieval, destruction,
and HIPPA-related requests. Units may also be re-
quired to use preferred vendors and are responsible
for charges incurred.
Records Management Services
Records programs manage a variety of record types.
Of the 25 responding institutions, all manage text
(eye-readable), 22 (88%) manage graphic materials
(eye-readable pictures, drawings, maps, photographs,
architectural plans, etc.), 19 (76%) manage audio-visu-
al materials (sound recordings, film, etc. requires a
device other than a computer to access), and 18 (72%)
manage electronic records (medium that requires a
computer to access). In addition, two have artifacts
and one has floppy disks in non-permanent records.
Respondents were asked whether the records
management program or another unit provided a
list of records management services. In the major-
ity of cases the records management program pre-
pares policy and procedure documents (85%), trains
originating department staff in proper records man-
