Records Management, SPEC Kit 305 (August 2008)

Center, Jr., Clark E.

SPEC Kit 305: Records Management · 51
14. How many records are currently in storage? N=15
Text
7,000 boxes
9,500 boxes
ca. 13,500 boxes
1,500 cubic feet
4,500 cubic feet
6,000 cubic feet
11,000 cubic feet
15,000 cubic feet
15,000 cubic feet
24,400 cubic feet
26,000 cubic feet
27,000 cubic feet
4,971 linear feet
5,400 linear feet
17,100 linear feet
Graphic Materials
500 blueprints
100 boxes
250 cubic feet
500 cubic feet
1,250 items
ca. 1,500 items
74,555 items
ca. 500,200 items
Millions of items
31.25 linear feet
Audio-visual Materials
20 boxes
250 cubic feet
250 cubic feet
1,000 cubic feet
ca. 25 items
ca. 150 items
12,940 items
1.5 million items
190 linear feet
600 microfilm

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50 · Survey Results: Survey Questions and Responses
“Departments and off site storage.”
“Electronic record storage here is still the responsibility of individual units and their IT managers. We have
worked on proposals for an institutional repository that would store published archival electronic items, but it
has not yet come into existence. There is still no approach to central archiving of other electronic records such
as e-mail, beyond the recommendation to print and file materials covered by the retention schedule.”
“Electronic records are stored in originating departments and on University servers.”
“In active enterprise systems.”
“In office (above) or off-site.”
“In the original unit.”
“Information Services, another university department.”
“Library servers (e.g., DSpace), CIT and unit servers, desktop machines.”
“Permanent electronic records are stored on a secure server in the library (and backed up offsite).”
“Same as above. Archival records are stored in the Archives. Active records are stored in the owning
departments. Inactive records are stored in owning departments, central storage (not controlled by the
Archives) or offsite vendor storage.”
“Same as above. We do not offer storage for non-permanent records campus offices contract directly with
storage vendors. The campus Office of Technology offers some storage.”
“Servers, laptops, Blackberries, desktops, CDs, diskettes, etc.”
“Storage is widely distributed between individual desktops shared departmental file servers and large
electronic recordkeeping systems. There is central University Archives storage for archival records.”
“The Office of Information Technology recommends transfer of sensitive data to secure department file
servers enterprise-wide systems are governed by Office of Information Technology data security policies.”
“The small amount in our custody and control is stored in the same location (part of the new Archives and
Research Collections Centre high density storage module).”
“The University Archives and Records Program’s electronic records are stored on the university server space
allotted to the Library Department, and on the online Kentucky Digital Library. The KDL is a state funded
library whose director is part of the Library Department’s faculty. It has enhanced public access to the UARP
collection finding aids especially with the word searchable feature.”
“University Office of Information Technology and individual departments on campus.”
“Varies. Some at State Records Center. No centralized storage exists.”
“We are starting to house some of our University records in our Institutional Repository.”

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52 · Survey Results: Survey Questions and Responses
Electronic Records
150 disks
76 gigabyte
ca. 100 items
263 items
1.25 linear feet
Selected Comments from Respondents
“Additional materials may be stored in a University sponsored facility but that is handled by the offices. I
only coordinate those materials stored with a vendor. Offices have made alternative arrangements to store
materials in other university buildings, but that is discouraged.”
“As this question seems to deal with active/inactive records rather than archival records I can not answer
accurately as we have no way to track where departments are storing such records. The University Archives
contains more than 8,000 standard records cartons of permanent records.”
“Cubic feet is estimate based on box count. Boxes are chiefly bankers boxes, with a smattering of transfer
cases and document boxes included — we believe the smaller bankers boxes and larger transfer cases
roughly balance out, so we have used the banker box for our calculations. Graphic materials consist of
oversize parcels containing production materials for our university press and map tubes containing recent
architectural materials. We probably have an unusually high number of ‘records’ that other facilities would
have long ago transferred to archives. These collections were commingled for so long due to lack of space
and precipitous moves in the face of construction that it is difficult to guess when a true number of records
vs. archives can be calculated. If adequate housing can be constructed for archival collections, as we hope
will happen in the next few years, serious separation of collections can begin and we will have a more precise
number.”
“I can’t respond because Surplus Property manages the warehouse.”
“No semi-active records are retained — only permanent archival records are retained.”
“Storage is much too distributed to report extent.”
“The 76 gigabyte figure represents all UARP’s folders located on the Library Department’s server space.
These folders include documents used to operate the UARP unit. Some of the finding aids are also located on
the Kentucky Digital Library (KDL) Web site but weren’t counted again. The University Archives and Records
Program Web pages calculate 130 kilobytes, and aren’t included in the 76 gigabytes of electronic records
listed. The offsite storage folders which contain the order forms, calculations of customer use, inventories of
records sent to the offsite storage facility, and other pertinent files related to the offsite storage operation
and destruction amount to 198 megabytes of electronic records. A total of 11,000 cubic feet of text records is
stored either onsite or offsite for the University Archives and Records Program. 5,500 cubic feet of this total
are stored at the offsite storage facility.”
“The University Archives holds approx 6,000 linear feet of historic records. We have no estimate of non-
historic records in storage around the university.”

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