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

Background The Records Management Program Custom Schedules Unit Liaisons Integrated with University Archives No Storage

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

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

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

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

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

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

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

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

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

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

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