Collecting and Preserving Records of

A&I Occupants

Presented by

Tammy Peters

Smithsonian Institution Archives

Records Management Team

February/March 2005

Goals of the Presentation

Introduce the Smithsonian Institution Archives (SIA)

Identify Records to Keep and to Discard Explain SIA’s Services Answer Questions and Arrange Follow-Ups

SIA’s Mission Appraise, acquire and preserve records of

the Institution Establish policies and provide guidance for

management of the National Collections Offer a range of reference, research, and

records services Create products and services which promote

understanding of the Smithsonian and its history

SIA’s Authority – SD 501 “All documents created or received by

employees of SI in the course of official business are records of the Institution, and none may be disposed of except in accord [with guidelines] established by the Smithsonian Archives.”

What is a Record? Any official recorded information,

regardless of medium or characteristics, created, received, and maintained by a Smithsonian museum, office, or employee

What Do Records Do? Document actions, decisions, policies and

procedures Legal evidence Audit trail Accountability Corporate memory

What Do Records Look Like?

Paper Film and Video Audio Recordings Photographs Email Spreadsheets and Databases

Not All Records Are Created Equal What to keep

– What is its function?– Who is the creator?

How long should a record be retained?– Permanently– Temporarily

Functions of SI Records 4 Core Functions

– Assuring Institutional Continuity– Acquiring and Maintaining the National

Collections– Conducting and Supporting Original Research– Diffusing Knowledge

Office of Record Office of Record is responsible for maintaining

the official and most complete set of the record– “Torch” Office of Public Affairs

– “Smithsonian Directives” (SDs) Office of Planning Management and Budget

Not all offices are the Office of Record– Exhibition Scripts – one office generally maintains the

final version although drafts and working copies of the final draft are found elsewhere

Record Retention Permanent Records

– Historical, enduring value– Best document your office’s activities

Temporary Records– Records of short-term value– Records for which you are not the Office of

Record– Administrative, routine, housekeeping

functions

Record Activity Active Records

– Current working files

– Regularly used to conduct current business

– Maintained on-site

Inactive Records– No longer needed by your office to conduct current

business

– Transfer to the Archives or discard on-site after consulting SI Archives and in accordance with established disposition schedules

Records Management Services Help identify what to keep and what to discard Create disposition schedules Assist you in organizing your records – advice and

file plans Supply boxes and do the physical transfer of

records Maintain and care for records Provide access to the records Destroy records according to established

schedules

Contact Information Tammy Peters, 357-1421 ext. 26 (peterst@si.edu) The Records Management Team (siarm@si.edu):

– Jennifer Wright (357-1421 x 37)

– (Robert) Shawn Johnstone (357-1421 x 32)

– Mitch Toda (357-1421 x 11)

– Ginger Yowell (357-1421 x 38)

General Email: osiaref@si.edu (or 357-1420) Records Management on the Web:

http://siarchives.si.edu/records/main.html SIA Website: http://siarchives.si.edu/index.html