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The Case of the Disappearing Documents: the Capture and Curation of Current University Records

The Case of the Disappearing Documents: the Capture and Curation of Current University Records. Susan Graham University of Edinburgh. Agenda. Context What we did Results Next steps Key learning points. Policy and Planning Department.

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The Case of the Disappearing Documents: the Capture and Curation of Current University Records

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  1. The Case of the Disappearing Documents:the Capture and Curation of Current University Records Susan Graham University of Edinburgh

  2. Agenda • Context • What we did • Results • Next steps • Key learning points

  3. Policy and Planning Department • Supports Principal, University Secretary & Academic Registrar • 45 staff • Includes Records Management Section • Only part of University to receive direct records management services

  4. Records Management Arrangements • Traditional paper-based registry • Where the old records go • MS Office • Decline in recordkeeping culture • Volume of records for filing had plummeted • Local files • New staff not using registry • Records electronic, not paper • Website filing

  5. Project requirements • Critical records captured • All records accessible to Principal/University Secretary • Systems that support current business activities • No cost involved • Demonstrator project

  6. New filing scheme • For paper & electronic records • For work in progress as well as current records • Electronic folders on shared drive • File naming conventions • Document templates • Retention schedule • Records destruction procedures • Clear out your records weeks

  7. Coming up • Access restrictions • Paper easily protected • Electronic records more difficult • Vital records • Scanning business critical paper records • Digital preservation for records needed for more than 10 years

  8. Our approach • Board & customer team • Detailed consultation in early stages • “Bite size” training sessions • Step-by-step user manual • Detailed internal procedures • Coaching • Careful monitoring and QA

  9. Results • Gradual progress • Good response to functional filing scheme • Volume of paper records unchanged • But users have changed • Similar volumes of electronic records also being filed • But different records • More information being deleted

  10. Next steps • Monitor usage of new systems • Identify areas for further development • Coaching for low users • Set up templates etc as default option • Records database • Everything to date delivered using spreadsheets and web pages • More training on advanced aspects of system

  11. Key learning points • Management buy in critical • Reliant on co-operation of individuals • Make things as little work as possible • “Personal touch” • Access issues core to acceptance • Demonstrates benefits of an EDRMS

  12. Susan Graham susan.graham@ed.ac.ukwww.recordsmanagement.ed.ac.uk

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