University of Illinois Archives Services for Campus Units:

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University of Illinois Archives Services for
Campus Units

• Christopher J. Prom
• Assistant University Archivist
• prom_at_uiuc.edu
• 333-0798

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Overview

• Archives Background/Mandate
• Services
• Sample Projects
• Future Plans

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What is the Archives?

• organized non-current records
• Founded 1963
• Keeps records of permanent value
• Legal
• Administrative
• Archival/historical

University Library (Altgeld Hall), circa 1912
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Staffing Focusing on University Materials

• William Maher, w-maher_at_uiuc.edu
• University Archivist
• Chris Prom, prom_at_uiuc.edu
• Assistant University Archivist
• Joanne Kaczmarek, jkaczmar_at_uiuc.edu
• Archivist for Electronic Records
• Ellen Swain, eswain_at_uiuc.edu
• Student Life and Culture Archivist

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Archives Mission

• ensuring the integrity of evidence by maintaining
  context and order of records and documents
  entrusted to us
• creating and maintaining tools that provide
  intellectual and administrative control of our
  records and collections.
• providing a physical environment for records and
  collections that ensures their long-term
  viability and usefulness.
• responding to the needs of administrators,
  faculty, students, and external publics for
  historical evidence and information.
• Over 8,000 uses last year alone

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General Services for Campus Users

• Photo repository and scanning services
• Biographical information and faculty files
• Holdings Database
• http//web.library.uiuc.edu/ahx/archon
• Digitized records (BOT, course catalogs)
• Manage/arrange/describe/ preserve records of
  permanent value
• RIMS (Records
• and Information
• Management
• Services)

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Our Bureaucratic Mandate

• Records produced or received by any agency or
  employee of the University in the transaction of
  university business become university property.
  For the purposes of this paragraph, records shall
  be defined as including all documents,
  correspondence, accounts, files, manuscripts,
  publications, photographs, tapes, drawings, or
  other material bearing upon the activities and
  functions of the University or its officers and
  employees.
• No university records shall be discarded or
  destroyed except upon the prior approval of the
  archivist pursuant to the finding and
  recommendation by the administrative unit
  involved that such records have no further
  administrative value. The archivist shall
  withhold the approval of any such action until
  satisfied that the records involved have no value
  for other administrative offices and that they
  need not be retained for legal reasons, as
  determined by appropriate officers. Where
  appropriate, the archivist may arrange for the
  transfer of records to the University Archives as
  an alternative to destruction
• General Rules, Article VI, Section 4.

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Goals for Records and Information Management
Service (RIMS)

• ensuring university compliance with state law
• selecting those records that best document the
  University for inclusion in the Archives
• enabling orderly disposal/erasure of records and
  information with no enduring value
• As soon as, but no sooner than no longer needed
  for legally, fiscally, or administrative purposes
• Helping campus units efficiently manage their
  information resources

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RIMS Records Scheduling

• State Requirements
• Records Management Handbook
• http//web.library.uiuc.edu/ahx/recsched.htm
• NOTE Sample descriptions do NOT provide
  authority to dispose, they are only templates
• Records Disposal Authorization

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RIMS Records Inventorying/Workflow Analysis

• Systematic review of all current and non-current
  records
• Analysis of legal/fiscal/administrative
  requirements for keeping
• Advice on reformatting/storage options
• Planning for imaging systems
• http//web.library.uiuc.edu/ahx/digimage.htm

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Current Projects College of Business

• Complete inventory of BUS records
• Identification of permanent value
• Transfer to pilot Records Center
• 24,000 cost savings vs. imaging

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OBFS Project

• Analysis of Banner data, reports
• Inventory of paper documentation
• Ensure compliance with State Law
• Lower paper based storage requirements
• Set baseline for recommendations concerning unit
  financial and business records

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Abbott Power Plant

• Organization of technical documentation/plans
  manuals, visiting position
• Development of RDA legal basis for disposal
• Ongoing maintenance by graduate assistant

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Facilities and Services

• Inventory of drawings/plans/ correspondence files
• gt 1,000 cubic feet in pilot records center
• Newly created position Records Information
  Management Specialist

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Other projects

• Schedules Crop Sciences, Psychology, DRES, ACES
  Communications, NCSA, Procurement Services
• Scanning practices Survey
• Develop best practices, recommendations

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Bottom Line

• Archives can assist units in developing better
  information management practices
• We can do this only with substantial cooperation
  from the unit
• Lack of schedules for central offices poses
  potentially large risk for campus
• Innovative projects to address records issues
  require support from units or central admin.