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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