16 · Survey Results: Executive Summary
ing managed. For example, 15 respondents reported
between 7,000 and 13,500 boxes, 1,500 to 27,000 cubic
feet, and 4,971 to 17,100 linear feet of textual material.
Nine respondents with graphic materials reported
from 500 blueprints to 100 boxes to 31.25 linear feet
to 500 cubic feet to millions of items. A similar range
of audio-visual material was reported: from approxi-
mately 25 to 1.5 million items. Electronic records are
harder to quantify. One reported 150 disks of unspeci-
fied size, one reported 76 gigabytes, and two reported
100 and 263 items. Two respondents indicated that
they do not know how many records are in storage
because storage is too distributed. Four could only
address records of permanent value.
As with materials in storage, the amounts of new
material received on average each year were reported
in different ways: boxes, items, feet, etc. Incoming
records range from a few boxes, items, or feet to thou-
sands of each.
Records Management Systems
Nineteen of 22 respondents (86%) use both paper and
electronic systems for accessions, inventories, check
outs, etc. Three (14%) rely on an electronic system
alone, and none rely completely on a paper-based
system. For their electronic systems, 12 (55%) use
commercial software and 10 (45%) use homegrown
systems. Five use dedicated records management
software (Iron Mountain’s Accutrac (2), DocuData
Software Corporation’s EDC RC, DHS’s Total Recall,
and EMC Documentum). Three use integrated library
systems (Ex Libris’s ALEPH and Voyager). One uses
digital content management software (DSpace and
EAD (DLXS)), one uses Web design &development
software (Macromedia Dreamweaver). Three use
Microsoft Access relational database software.
Records Use
Requests to retrieve records may be made by staff in
the originating office at almost all of the responding
institutions (91%). Seven respondents (33%) report that
staff in other offices of the institution and the general
public may also make such requests. The general pub-
lic may make requests at one other of the responding
institutions. In a few cases the originating office may
permit access to their records to other individuals.
Records are checked out at all levels, but most
often at the folder (75%) or box (70%) level. Four re-
spondents (20%) check out materials at the item level.
Two respondents clarified that items aren’t actually
“checked out,” they remain in the facility.
Fourteen respondents report, on average, from
two to 2,770 checkout requests per year. Of these, five
(36%) report 100 or fewer checkout requests per year,
five (36%) report from 150 to 335 checkout requests
per year, and three (21%) report 900–1400 checkout
requests per year. The mean number of requests per
year is 546 the median is 198. At 10 institutions (56%)
materials are not used onsite at eight (44%) they are
used onsite.
Disposal/Destruction of Records
All 18 respondents report that they destroy records at
the end of their retention periods. Five of these also
report discarding some items. Thirteen respondents
(72%) destroy textual records at the end of their re-
tention period five (28%) destroy some and discard
others. Eight respondents (73%) destroy graphic mate-
rials, two (18%) discard some and destroy other items,
and one (9%) only discards them. Seven respondents
(78%) destroy audio-visual materials, one (11%) de-
stroys some and discards others, and one (11%) only
discards them. Six respondents (86%) destroy elec-
tronic records one (14%) discards some and destroys
others. One respondent only manages permanent
records, so destruction is not an issue.
Of the five respondents who discard records, all
use recycling and one also discards records in the
trash. Ten of the respondents who destroy records
(56%) do so by shredding eight (44%) use the services
of vendors three (17%) degauss audio-visual and elec-
tronic records and then shred them one (6%) shreds
and burns. As with the number of new items added
each year, the quantities of records discarded or de-
stroyed on an annual basis ranges from a few items,
boxes, or feet to hundreds or thousands.
ing managed. For example, 15 respondents reported
between 7,000 and 13,500 boxes, 1,500 to 27,000 cubic
feet, and 4,971 to 17,100 linear feet of textual material.
Nine respondents with graphic materials reported
from 500 blueprints to 100 boxes to 31.25 linear feet
to 500 cubic feet to millions of items. A similar range
of audio-visual material was reported: from approxi-
mately 25 to 1.5 million items. Electronic records are
harder to quantify. One reported 150 disks of unspeci-
fied size, one reported 76 gigabytes, and two reported
100 and 263 items. Two respondents indicated that
they do not know how many records are in storage
because storage is too distributed. Four could only
address records of permanent value.
As with materials in storage, the amounts of new
material received on average each year were reported
in different ways: boxes, items, feet, etc. Incoming
records range from a few boxes, items, or feet to thou-
sands of each.
Records Management Systems
Nineteen of 22 respondents (86%) use both paper and
electronic systems for accessions, inventories, check
outs, etc. Three (14%) rely on an electronic system
alone, and none rely completely on a paper-based
system. For their electronic systems, 12 (55%) use
commercial software and 10 (45%) use homegrown
systems. Five use dedicated records management
software (Iron Mountain’s Accutrac (2), DocuData
Software Corporation’s EDC RC, DHS’s Total Recall,
and EMC Documentum). Three use integrated library
systems (Ex Libris’s ALEPH and Voyager). One uses
digital content management software (DSpace and
EAD (DLXS)), one uses Web design &development
software (Macromedia Dreamweaver). Three use
Microsoft Access relational database software.
Records Use
Requests to retrieve records may be made by staff in
the originating office at almost all of the responding
institutions (91%). Seven respondents (33%) report that
staff in other offices of the institution and the general
public may also make such requests. The general pub-
lic may make requests at one other of the responding
institutions. In a few cases the originating office may
permit access to their records to other individuals.
Records are checked out at all levels, but most
often at the folder (75%) or box (70%) level. Four re-
spondents (20%) check out materials at the item level.
Two respondents clarified that items aren’t actually
“checked out,” they remain in the facility.
Fourteen respondents report, on average, from
two to 2,770 checkout requests per year. Of these, five
(36%) report 100 or fewer checkout requests per year,
five (36%) report from 150 to 335 checkout requests
per year, and three (21%) report 900–1400 checkout
requests per year. The mean number of requests per
year is 546 the median is 198. At 10 institutions (56%)
materials are not used onsite at eight (44%) they are
used onsite.
Disposal/Destruction of Records
All 18 respondents report that they destroy records at
the end of their retention periods. Five of these also
report discarding some items. Thirteen respondents
(72%) destroy textual records at the end of their re-
tention period five (28%) destroy some and discard
others. Eight respondents (73%) destroy graphic mate-
rials, two (18%) discard some and destroy other items,
and one (9%) only discards them. Seven respondents
(78%) destroy audio-visual materials, one (11%) de-
stroys some and discards others, and one (11%) only
discards them. Six respondents (86%) destroy elec-
tronic records one (14%) discards some and destroys
others. One respondent only manages permanent
records, so destruction is not an issue.
Of the five respondents who discard records, all
use recycling and one also discards records in the
trash. Ten of the respondents who destroy records
(56%) do so by shredding eight (44%) use the services
of vendors three (17%) degauss audio-visual and elec-
tronic records and then shred them one (6%) shreds
and burns. As with the number of new items added
each year, the quantities of records discarded or de-
stroyed on an annual basis ranges from a few items,
boxes, or feet to hundreds or thousands.
