62 · Survey Results: Survey Questions and Responses
“Web training modules (not webinars).”
23. Are all staff members trained to manage all formats of records? N=22
Yes 13 59%
No 9 41%
If no, please explain which staff are trained to manage which type(s) of record(s).
“Just the University Archivist and the Electronic Records Archivist.”
“Most staff is trained only in the management of text, a/v, and graphic materials. Coordinator (Department
Head) has training in the management of electronic records.”
“No training currently available for electronic records.”
“Paper and electronic as well as other formats as needed.”
“Since April, 2007, all university new employees are trained in basic office records management with
an emphasis on electronic records. This is accomplished in collaboration with the Human Resources
Department. A PowerPoint presentation created by the Records Program and the Legal Office is viewed by
the new employees, and a Records Program brochure is distributed during the day long orientation. The
same presentation is used to educate colleges such as medicine, nursing, and law. It is found that when a
college, department, or job position group like the budget officers request a session in records management,
the response is well received. Also, it has been found that when training is offered to the offsite office
representatives, there is a positive result. These are the employees who work with the Records Manager on
a continuing basis to send non-permanent records to offsite storage, to transfer permanent records to the
University Archives, or to destroy non-permanent records which have reached their retention. Individuals
e-mail or phone the Records Manager and this group receives one-on-one training via e-mails with the
schedule and records procedures plus phone conversations concerning their questions. When necessary,
onsite visits are facilitated. During these visits the Records Manager evaluates the records in question as
to the record name and number, retention, and whether ready for offsite storage, transfer to the University
Archives, or destruction. The liaisons receive e-mails, phone calls, and training sessions based on the need.
Typically, an annual workshop is held for these liaisons who include the offsite storage representatives from
each office. In past years, the President of the University has e-mailed the employee listserve to encourage
sound records management practices. Generally in January and August, an annual review period (ARP) is
encouraged by the college or department heads. During this review, records management activities increase
as the office representatives evaluate their records as pertain to use and space.”
“The Head is trained in text records, but has limited experience with electronic records.”
“Training, at present, tends to be driven by specific job functions and data access policies.”
“Web training modules (not webinars).”
23. Are all staff members trained to manage all formats of records? N=22
Yes 13 59%
No 9 41%
If no, please explain which staff are trained to manage which type(s) of record(s).
“Just the University Archivist and the Electronic Records Archivist.”
“Most staff is trained only in the management of text, a/v, and graphic materials. Coordinator (Department
Head) has training in the management of electronic records.”
“No training currently available for electronic records.”
“Paper and electronic as well as other formats as needed.”
“Since April, 2007, all university new employees are trained in basic office records management with
an emphasis on electronic records. This is accomplished in collaboration with the Human Resources
Department. A PowerPoint presentation created by the Records Program and the Legal Office is viewed by
the new employees, and a Records Program brochure is distributed during the day long orientation. The
same presentation is used to educate colleges such as medicine, nursing, and law. It is found that when a
college, department, or job position group like the budget officers request a session in records management,
the response is well received. Also, it has been found that when training is offered to the offsite office
representatives, there is a positive result. These are the employees who work with the Records Manager on
a continuing basis to send non-permanent records to offsite storage, to transfer permanent records to the
University Archives, or to destroy non-permanent records which have reached their retention. Individuals
e-mail or phone the Records Manager and this group receives one-on-one training via e-mails with the
schedule and records procedures plus phone conversations concerning their questions. When necessary,
onsite visits are facilitated. During these visits the Records Manager evaluates the records in question as
to the record name and number, retention, and whether ready for offsite storage, transfer to the University
Archives, or destruction. The liaisons receive e-mails, phone calls, and training sessions based on the need.
Typically, an annual workshop is held for these liaisons who include the offsite storage representatives from
each office. In past years, the President of the University has e-mailed the employee listserve to encourage
sound records management practices. Generally in January and August, an annual review period (ARP) is
encouraged by the college or department heads. During this review, records management activities increase
as the office representatives evaluate their records as pertain to use and space.”
“The Head is trained in text records, but has limited experience with electronic records.”
“Training, at present, tends to be driven by specific job functions and data access policies.”
