NHPRC ELECTRONIC RECORDS RESEARCH FELLOWSHIP SYMPOSIUM Nov. 19, 2004 Rebecca Schulte University of Kansas Project Title: Testing Boundaries—An Exploration of University Digital Assets Created During the Research Process

HVC2 High Velocity Change through High Volume Collaboration Digital Preservation Task Force Explore the implications of the University commitment to the preservation of digital resources, both administrative and academic, along with the information services infrastructure (organizational, technical, policy, financial) suitable for carrying forward this commitment.

University of Kansas

University Digital Asset Created in fulfillment of the research, teaching, or creative work of University faculty, staff, or students; relevant to the planning, managing, operating, controlling, or auditing of administrative functions of an administrative or academic unit of the University; purchased or licensed by the university in fulfillment of an academic or administrative function under a contract that permits continuing use of the asset (for example, certain electronic journals licensed through the University Libraries).

Task Force Recommendations Creation of an integrated technical architecture designed around the whole lifecycle of digital information. Definition and assignment of a set of specific roles or functions exercised by staff within the University, and development of a set of policies to guide those roles. Education for faculty, staff, and administrators in the basic concepts and challenges in digital preservation and training in information management practices that will contribute to the ongoing availability of digital files.

NHPRC FELLOWSHIP PROJECT Questions: What is the ongoing role of the University Archives in the full life cycle from creation to preservation of the University’s Digital Assets? What will be the impact on the policies, procedures, staffing, storage needs and services of the Archives?

NHPRC FELLOWSHIP PROJECT To explore the relationships/boundaries/intersections/overlaps of records/data sets/digital images/digital files, etc. that are typically generated by members of the university community during the research process.

NHPRC FELLOWSHIP PROJECT I. Official university administrative records; II. The records that result from faculty, staff, and student research; III. Teaching and learning tools (e.g., course-related content mounted on Blackboard); IV. Scholarly output in general from KU sources.

I. Official University Records Primary intent or audience: to document university activities Issues of confidentiality, accountability and authenticity Requirements specific to each type of record, legal, state, federal, FERPA, HIPAA, granting agency Technical requirements, software, hardware, etc. for electronic records Maintenance through records schedule, retention and destruction mechanisms

II. Records that result from faculty, staff, and student research Primary intent or audience: answering the research question May include confidential information (student subjects) Requirements of accountability and authenticity Intellectual property rights, copyright Student/teacher relationship Granting agency requirements Technical requirements, software, hardware, etc. No records schedule but archival appraisal guidelines

III. Teaching and learning tools (e.g., course-related content mounted on Blackboard) Primary intent or audience: for class use May include confidential information (student grades and ID numbers) Intellectual property rights, copyright Documentary value, historic value Technical requirements, software, hardware, etc. No records schedule/no steward identified

IV. Scholarly output in general from KU sources Primary intent or audience: informational/varies Widely disseminated—not confidential Technical requirements, software, hardware, etc. No records schedule/no steward identified

Faculty and Staff Survey Name: Discipline: Do you currently use electronic resources to produce research results? (electronic resources include: datasets, digital images, text, Website, etc.) Yes No If no, do you plan to in the future? Yes No If yes, how is the data stored? (check as many as needed) Personal Computer Hard Drive University Server Departmental Hard Drive Outside Repository CD or DVD Other Do you consider the information to be confidential? Yes No In part

Faculty and Staff Survey How would you describe the amount of data needing to be preserved? Substantial Some Minimal Are you aware of the existence of the University Archives? Yes No Were you aware that the University Archives is interested in selectively collecting the personal papers of KU faculty and staff? Yes No Have you donated papers to the Archives in the past? Yes No Within how many years do you plan to retire? more than 20

Plan of Work Survey Interviews University contacts KU ScholarWorks Luna Insight University Archives Web Site Article describing project and outcomes