Speaker Presentation
October 12 – 13, 2001

Evaluating a University Records Management Program

Timothy R. Sanford
Assistant Provost

Brenda Beasley
Research Assistant

The University of North Carolina at Chapel Hill

ECURE 2001

1

Background

The Records Management Program

• Custom Schedules
• Unit Liaisons
• Integrated with University Archives
• No Storage

2

RMP Challenges

• Large number of campus units
• Decentralization of University hierarchy
• Lack of resources
• Education / Training
• Low priority

3

The Evaluation

• Survey on web of unit liaisons
• Focus group discussions
• Interviews
• Comparison to other RM programs

4

Liaison Survey

Results

• 27% Total response rate (138/500)
• 63% have found RMP to be at least somewhat helpful
• 55% have Work Plans that do not include their liaison responsibilities
• 44% spend at least 1 hour per week on RM

5

Liaison Survey

Results, cont.

• 60% are at least somewhat satisfied with their Schedule
• Of the liaisons with Schedules, 82% attempt to use it
• Most common written response: lack of time
• 53% reported a need for additional storage space

6

Liaison Survey

Summary

• Most liaisons report the training sessions to be helpful
• Liaisons often found retention schedules difficult to understand
• Many liaisons continue to practice poor records management

7

Liaison Survey

Misconceptions

• RM is an extraneous activity
• Disregard for NC Public Records Law
• Using lack of storage as an excuse
• Lack of familiarity with the volatility of electronic formats

8

Liaison Focus Group

• “Lack of time” theme
• High levels of frustration
• Unanimous dissatisfaction with office records
• Desire to do “what is right”

9

Interviews

• Dr. Ed Southern, State Records Center of North Carolina
• Dr. William Saffady, records management author, consultant, and professor at Long Island University

10

Survey of Peer Institutions

Goals

• Trace common approaches
• Identify current trends
• Develop a profile of successful practices
• Learn how other institutions are dealing with electronic records

11

Survey of Peer Institutions

Findings

• 68% use customized schedules
• 48% offer training programs
• 76% combine archives and records management
• 88% offer records storage
• 40% have guidelines for electronic records

12

Evaluation Summary

• Gathered helpful information about RMP on campus
• Learned about programs at other universities
• Strengthened the RMP Program

13