Time | Item | Who | Notes |
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10 min | update on archival management system proposal | Fishman, Jessi, Esther E Kirchner, Paloma Graciani Picardo | - Received approval for 1 month pilot project to evaluate Archives Space
- Will choose a handful of representative collections
- Will not pay for membership for purposes of pilot
- Will generate documentation that other repositories will hopeful find helpful
- Fishman, Jessi put in paperwork for capstone students to help with project
- Becky Romanchuk from the Texas State Library may also be interested in evaluating Archives Space- should contact
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10 min | updates on crowd-sourced description experiments at UT Libraries | Jennifer R Hecker | - Completed project to explore possibility of gamified zine metadata creation by non-information professionals
- Will be starting a project on MetadataGames for photo-tagging and FromThePage for transcription & indexing
- Adam Rabinowitz from Archaeology dept. is looking to digitize a diary and have students transcribe- has received a pedagogical grant for project
- Future talks: Jennifer or Adam on their above projects?
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5 min | Other updates | Carla Alvarez, Jennifer R Hecker, Donna J Coates | - Carla was at SSA
- Attended a talk on A/V
- Benson has a conference and workshop coming up on Gloria Evangelina Anzaldúa
- Closing rare books to accommodate
- Workshop presenters will pick items from the collection and talk about them
- Jennifer attended a talk by Samantha Bruner about the LGBT+ archives at SSA
- made up of half community members, half archivists, serve as "archival brokers" between community and collecting institutions
- fund-raise and collect materials
- Goal is to donate collections plus money to pay for them to get processed
- Donna says that some SAA webinars are coming up, she will send out more information
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5 min | Scheduling for future meetings | all | - No one present objected to current standing time
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60 min | Records management for cultural repositories | Hightower-Coyle, Maryrose | - What is a record?
- Denise Besserat (linguist) wrote "How Writing Came About"
- Interpreted Sumerian tokens as accounting records
- How will our culture be interpreted someday?
- Legally, every public institution is required to have a records management program and officer
- Texas Library sets the standards and guidelines for Texas institutions (Texas code 441)
- The records management program is tied to open records law (Texas code 552)
- Ensures public access
- Some vendor systems are not set up to provide access, which causes difficulties
- State records consist of pretty much everything we do
- Records management systems
- An enterprise document management system will be purchased in fall
- System will capture, manage, generate and handle docu-sign
- currently decommissioning old system
- digital objects are in poor condition
- Will have a governance committee in development phase of putting system out for community use
- Will conduct info sessions for new system all through summer
- describe toolkit, come up with use-cases
- Preservation will be emphasized in the front-end of the process
- Working more closely with IT to ID upstream born-digital materials that will have historic value
- Hope to implement quickly after purchase
- President's office may be the first department for implementation
- Private sector vs. public
- No open access requirement in private sector
- Goals of RM:
- Help business do its business
- respond to audits, regulations and provide evidence
- Provide access and consider historical value (public institutions only)
- Some private corporations are starting to consider historical value, but obv. they are not required to do so.
- Records management at Universities
- Universities are in a gray area
- Some materials are consider state records, others are not
- Papers written by a professor are not considered state records
- Interest in "protecting the student experience"
- Communications between students and professors are protected
- Student names in the context of student activities are also protected
- Lots of donations come in which are not considered state records
- Universities exempted from requirements to send their historic records to the State archive
- Universities can send their state records to a university archive
- Records retention schedule must still comport with the requirements put forth by the Texas State Library
- Archivists have final discretion over whether materials have lasting historic value and should therefore be archived
- Some collections are specifically flagged as having historic value, or tending to have historic value
- Departments can request to dispose of records through records management, release for destruction or send to archives
- Record manager keeps documentation of any transfer
- Jessi: How does this process distinguish between state and non-state records?
- Maryrose: regulations only apply to state records
- Maryrose focuses on building relationships with departments across campus
- facilitates tranfers directly to archives of non-state records
- Knows who is in compliance and can follow-up, but don't have a lot of resources to devote to follow-up- relies on good relationships
- Conducts a lot of training sessions for staff of various departments
- Digital preservation
- There will likely be a gap in our institutional history- paper keeps for ages, but digital assets have already been lost
- Advocating for better digital preservation
- Records management tends to get delegated down- hard to meet with actual decision makers
- Need for more education/brochure for higher-ups to educate them about the importance of this work
- When decommissioning old system, will need to think about the old data inside
- Records management systems are designed to preserve data for the length of the retention schedule
- Archiving is not in their purview
- Digital teaching objects can be very complex
- Digital asset management systems are needed to handle them
- The Teaching and Learning department has taken over a lot of these objects
- Digital asset managers need to get together with archivists and records managers to make preservation decisions about these objects
- Confidentiality issues
- Confidential records: records which the university is not required to produce upon request
- records are public by law, but law includes 79 exceptions
- There is also a body of rulings by the state AG that set precedent for stuff to not be made available
- University can request a ruling from the AG if they think records should remain confidential
- All other records must be produced on request, but are not otherwise published
- If staff ID records that they think have historic value, they can contact records manager and have sent to archives
- records with historic value tend not to contain confidential information
- President's office is a tricky situation
- May try to close the records at least temporarily so that records manager can look them over, this may encourage compliance from department
- The sheer volume and diversity of records is an issue
- 600 record series to deal with
- Discrete sections of a record series may have additional retention requirements which make disposition complicated
- Additional notes
- Departments are not supposed to destroy things that aren't accounted for in their retention schedules
- Records managers must have a relationship with the department so that when new record types spring up, RM is made aware and can come up with retention schedules
- Records managers have no enforcement mechanism- again, must rely on good working relationships
- Internal audits sometime enforces records retention- reports directly to President's office
- Transitory information can be deleted as soon as it has served its purpose
- ex.: written notes that are then transferred to a more permanent medium
- Maryrose sits on a records management committee for Texas
- Comes up with shared retention schedules
- talk about institutional practices
- come to agreement on retention policies
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