Records Management, SPEC Kit 305 (August 2008)

Center, Jr., Clark E.

SPEC Kit 305: Records Management · 37
Respondent 22
Position title: Number of individuals: Percentage of time:
University Archivist 1 40%
Archivist 4 25%
Records Services Assistant 1 100%
Casual Assistants (Part-Time) 2 20%
Manager, Resource Support 1 25%
Reports to: University Librarian
Respondent 23
Position title: Number of individuals: Percentage of time:
Records Officer 1 100%
Project assistant 1 50%
Reports to: University Archivist
Respondent 24
Position title: Number of individuals: Percentage of time:
Head of University Archives 1 50%
Archives Assistant 3 10%
Records Services Archivist 1 75%
Reports to: unspecified
Budget
7. Is there a separate budget designated for the records management program? N=25
Yes, there is a separate, designated budget 4 16%
No, it is covered by a general operating budget 21 84%
If yes, is it part of the administering unit’s budget, part of the broader institution’s budget, or
part of both budgets?
Part of the administering unit’s budget 1 25%
Part of the broader institution’s budget 1 25%
Part of both budgets 2 50%

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38 · Survey Results: Survey Questions and Responses
Selected Comments from Respondents
Yes
“There is a designated portion of the institution’s budget which is then allocated to the library to fund the
outsourced storage. These funds are then recovered by billing the participating departments for services
provided by the vendor.”
No
“Head of Special Collections and University Archives works with the Assistant Director, Asset Management
in the Budget and Asset Management office to comply with the state requirements. Each position’s salary is
covered within that department’s budget.”
“It is part of the University Library’s budget, but within that budget there is a separate fund designated for
document destruction services.”
8. Are the costs of the records management program covered totally by the budget or are there also
charges for services? N=25
Costs are covered totally by the budget 18 72%
There are also charges for services 2 8%
Other, please explain 5 20%
“All expenses are covered by each department.”
“Each campus unit is responsible for their non-current records storage and must cover those costs — only
records scheduled as permanent are transferred to the Archives. We cover those costs.”
“Most of our costs are covered by the budget. We occasionally receive money from the University to fund
destruction. We also have recently implemented a surcharge for boxes.”
“Only outsourced storage is covered by this budget. Departments may purchase boxes from Archives &
Special Collections/Dodd Research Center (ASC/DRC). All other activity (limited though they may be) costs
are absorbed by ASC/DRC (mostly staff time).”
“Operational costs are covered by the budget. There are also charges for services. Advice/consultation and
education on records management is provided free of charge. Extensive consultation and/or office projects
are subject to charges for services.”

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36 · Survey Results: Survey Questions and Responses
Respondent 17
Position title: Number of individuals: Percentage of time:
various 3 60%
Reports to: Institute Archivist and Head of Archives
Respondent 18
Position title: Number of individuals: Percentage of time:
Associate Archivist/ Electronic Records Archivist 2 125%
Archives Assistant 1 100%
Reference Assistants 2 100%
Student assistants 4 1%
Reports to: University Archivist
Respondent 19
Position title: Number of individuals: Percentage of time:
Electronic Records Archivist 1 50%
University Historian and Archivist 1 10%
Library Student Assistant 2 1 100%
Reports to: AUL Collections and Access
Respondent 20
Position title: Number of individuals: Percentage of time:
Records Coordinator 1 75%
Inactive Records Center Manager 1 100%
Reports to: University Archivist
Respondent 21
Position title: Number of individuals: Percentage of time:
Records Management Coordinator 1 100%
Reports to: University Archivist

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SPEC Kit 305: Records Management (August 2008) resources

SPEC Kit 305: Records Management (August 2008) resources