Campus-Wide Record Inventory Project (2008/2009)
What is the rationale for the project?
To gather information about record and information flows across campus units and departments.
How will the results be used?
They will be used as the basis for implementing comprehensive campus-wide records management policies and procedures.
What are the goals of the project?
- To GATHER information about business processes that are central to the mission and operation of the University.
- To IMPROVE communication between departments regarding record management and responsibilities.
- To IMPLEMENT comprehensive records policies and procedures
- To DELIVER tools to assist departmental record managers
How will the information be gathered?
1. We will work with departmental liaisons to identify primary business processes and the staff who know the most about these processes ("subject matter experts").
2. We will meet with the subject matter experts in a facilitated session to map out the work flow of each process and identify the records associated with them.
3. We will create "context diagrams" mapping the work flow for each business process.
What will my department get out of the project?
1. electronic version of context diagrams
2. inventory of all records identified, including format (paper/electronic) and suggested BOR retention period
3. record retention templates for unique business processes, easily adaptable to fit your department or unit
4. strategies for measuring the effectiveness of record management programs
5. appointment of a records liaison between the department and the Department of Archives and Records Management
What is the timetable for the project?
Phase I: April - September 2008
- Data gathering from key units and departments
- Preliminary data analysis
Phase II: October 2008 - March 2009
- Delivery of context diagrams and record inventories
- Development and delivery of retention templates
- Development and delivery of record management effectiveness measurement tools
Who do I contact with questions?
Tamara Livingston (project director) or Vera Gargano (project coordinator) at 770-423-6289.
