Records Management, SPEC Kit 305 (August 2008)

Center, Jr., Clark E.

SPEC Kit 305: Records Management · 53
“University Archives and Special Collections share the same facilities and are not currently counted
separately.”
“University Archives does not know the numbers of what is stored. A comprehensive survey of the entire
campus would have to be done to find these numbers.”
“We do not have an in-house records center nor does the RIM program manage the records of individual
units. Advice is given on storing records and student services are available to assist units with the boxing and
inventorying of records being sent to off-site storage. Our preferred vendor for off-site storage has provided
the total number of containers in storage, 221,900. This number can be broken down into two categories:
University, 75,227 and Healthcare, 146,673. Your question cannot be answer at the level you are requesting
as our vendor does not keep information at that level nor do we require them to do so.”
“We do not keep statistics by storage media. If by text you mean hard copy (text can be electronic as well),
the University has approximately 45,000 cubic feet of paper records on deposit at the State Records Center
that is managed by the records management program.”
Records Management System
15. How are accessions, inventories, check outs, etc. managed? N=22
Both paper and electronic systems are used 19 86%
Electronic management system 3 14%
Paper-based system 0 —
If an electronic management system is used, is it a homegrown or commercial system? N=22
Commercial system 12 55%
Homegrown system 10 45%
Please identify the vendor and product.
ALEPH (Ex Libris)
DocuData Software Corp. EDC RC
Documentum
ExLibris, Voyager and Microsoft Access
Iron Mountain (2 responses)
Macromedia Dreamweaver

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54 · Survey Results: Survey Questions and Responses
Microsoft Access database (2 responses)
Total Recall from the DHS worldwide vendor is used by the private offsite storage facility and the Records
Program.
Voyager, DSpace, EAD (DLXS)
Selected Comments from Respondents
“Active records are too distributed to give an accurate single answer to these questions.”
“Catalog records are created for all permanent and non-permanent accessions, inventories are stored as Word
files and hard copies are filed. Inventories received before 1999 are generally available in hard copy only. An
Access database is used to facilitate reporting as well as destruction at the end of retention periods.”
“N/A. Library does not offer this service. Currently, no storage on campus for non-archival records. The
program is still under development, activities are not centralized (but anticipated), and are still carried out by
individual units on campus.”
“Only those materials sent off site are managed in this way {Iron Mountain}. If the office made other
arrangements they are not coordinated by the University Archivist.”
“Since the University does not maintain a records retention center, there is no system for accessions,
inventories, check outs, etc.”
“Some units have purchased and are in the process of implementing commercial records management
software or content management software but the percentage is very small and it is not being done at an
enterprise wide level.”
“[Homegrown] System is currently being converted to Oracle-based software.”
“System was built using MS Access, ca. 1994/95. We do print some records as a paper backup.”
“The check above is in reference to the State Records Center that uses a software package to manage the
records center inventory included in that is reference and retrieval service.”
“The Microsoft Office Excel program is used internally to document the offsite storage activity. Completed
order forms, total monthly deliveries, pick ups, and box numbers, plus the transmittal numbers are
documented with Excel. Inventories of the non-permanent offsite storage records are saved on the library
server either in Word or Excel. The UARP accession database is maintained by the FileMaker Pro database,
and this program documents all of the UARP permanent and /or historical collections. Paper accession files
are created which include the Deed of Gift, accession transmittal form, correspondence, and other pertinent
information.”
“The records management system database is a Web-based MySQL database developed by Library
Information Technology and Records Management staff.”
“This [ALEPH} is for accessions of permanent records only.”
“We developed a homegrown system in the mid 1980’s. We have transferred data from one commercial
system to others over the years. We are currently using Microsoft Access for our homegrown system.”

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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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