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Managing the Digital University Desktop. ECURE 2004 Tempe, Arizona http://www.ils.unc.edu/digitaldesktop. Thought for the day…. “ The end-user manages e-mail.” - ARMA Guideline for Managing E-mail. Thank You to. The National Historical Publications and Records Commission - PowerPoint PPT Presentation
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Managing the Digital University Desktop
ECURE 2004Tempe, Arizona
http://www.ils.unc.edu/digitaldesktop
2
Thought for the day….
“The end-user manages e-mail.”-ARMA Guideline for Managing E-mail
3
Thank You to
The National Historical Publications and Records Commission
for funding this project
4
The team!
Tim Pyatt, co-PI, Duke University UA Kim Chang, Co-Project Manager Megan Winget, Co-Project Manager Paul Conway, Duke Library IT Director Janis Holder, UNC UA Frank Holt, UNC RM David Mitchell, Duke RM Russell Koonts, Duke Medical Archvist
5
Today’s Presentation
Overview and goals of the Managing the Digital University Desktop Project.
Context and background of study. Brief discussion of the survey results. Selected results from interview data
regarding appraisal, retention, & deletion. Next steps.
6
Project Overview
Understand how faculty & staff at a public & private universities manage their email & other electronic files.
Create guidelines based on records requirements & observed behaviors.
Create learning tools based on guidelines. Disseminate findings & training.
7
1st Year Methodology
In order to learn how faculty, staff, and administrators manage their electronic materials weConducted campus-wide surveys at UNC-
Chapel Hill and Duke University. Interviewed 100 individuals. Interviewed approximately 25 IT staff.
8
2nd Year Work
We are in the midst of coding the data from the interviews using NVIVO software.
Starting to analyze filing arrangements we captured from interviewees’ computers.
Matching capabilities of software used with responses to interview questions.
9
How This All Began…
Collaboration between myself and UNC Records Management Program, starting in 1999.
Records Management Program but no real work in electronic records.
Recognition that UNC employees might be mishandling electronic records.
10
Original Vision
Application submitted in May 2001. Original work plan called for collecting
data at UNC-CH and some of the other 15 UNC campuses.
11
Addition of Duke University In October 2001, the UNC-CH Records
Management Program was dismantled due to the budget crisis.
November 2001, NHPRC indicated they would fund grant if UNC-CH maintained a records manager.
Records manager’s position moved to the Library, February 1, 2002.
Duke University brought in to maintain cost share.
12
Benefits of Duke Involvement Duke’s addition has provided:
Extensive and diverse expertise;Records practice at a private institution to compare
with the 16-campus UNC System;Digital information management behaviors at an
institution without any RM program and a highly decentralized structure;
An institution developing a campus records management program as well as a digital archives initiative.
Information Context
14
Digital Landscape
From How Much Information? 2003: Print, film, magnetic, and optical storage
media produced about 5 exabytes of new information in 2002. Ninety-two percent of the new information was stored on magnetic media, mostly in hard disks. http://www.sims.berkeley.edu/research/projects/how-
much-info-2003/execsum.htm
15
Storage Media
Hard disks store most new information. Ninety-two percent of new information is stored on magnetic media, primarily hard disks. Film represents 7% of the total, paper 0.01%, and optical media 0.002%.
16
Information Explosion
HMI estimates that new stored information grew about 30% a year between 1999 and 2002.
The amount of information printed on paper is still increasing, but the vast majority of original information on paper is produced by individuals in office documents and postal mail, not in formally published titles such as books, newspapers and journals.
17
Email Email generates about 400,000 terabytes
of new information each year worldwide. Email ranks second behind the telephone
as the largest information flow. Email users include 35% of the total U.S. population (source: eMarketer), and accounts for over 35% of time spent on the Internet (source: Forrester Research).
18
Primacy of the Individual
“Tip” O’Neill: “All politics is local.” Desktop e-mail management and
subsequent archiving of material from the university environment presently depends on the individual, his or her specific information management behaviors, and the software being used.
19
The Situation
Most staff, faculty, and administrators, especially the latter two groups, have little or no training in information management.
Electronic records are inherently fragile. If they are not “preserved” early in their lives, they will not endure.
20
Starting Assumption
Successful electronic information management guidelines must take into account how people are presently managing their digital information.
21
Project Goals - 1
Document how faculty, administrators, and staff use and manage files and records from electronic mail and other desktop applications at UNC-CH, Duke University, throughout the 16-campus UNC system, and by extension, across academia.
22
Project Goals - 2
Based on the analysis of user needs and practices, as well as the North Carolina Public Records Act, develop optimized e-mail and desktop management "best practice" guidelines to serve both public and private higher education in North Carolina and provide an adaptable model of practice for other states.
23
Project Goals - 3
Develop educational opportunities (workshops, handbook, exercises, web-based courses, etc.) to optimize faculty, administrator, and staff use and management of desktop electronic documents.
24
Project Goals - 4
Develop user profiles necessary for a strategic consideration of electronic records management systems.
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And…Dissemination
Disseminate information about the best practices guidelines and instructional units at UNC, Duke, and across the 16-campus UNC system via a statewide conference and to other universities via the records management/ archival literatures and conferences and the project website.
26
Best Answer?
Helping people become information management literate.
Moving people toward better practice. Realizing that telling people to manage
electronic files as “paper” has not been effective.
Selected Survey Findings
28
Who We Surveyed
8,334 addresses at UNC. 17,327 addresses at Duke. About 212 emails bounced at
UNC. About 1,115 bounced at Duke.
29
1899 Valid Duke Survey Respondents
Duke Respondents
Staff/Employee73%
Faculty27%
507
1392
30
1076 Valid UNC Responses
UNC Respondents
Staff/Employee
60%
Faculty
40%
644
UNC Respondents
Staff/Employee
60%
Faculty
40%
644
UNC Respondents
Staff/Employee
60%
Faculty
40%
644
31
Survey Questions
Email application most often used Volume/time spent on email Attachments Storage practices Importance to job Specific Concerns Willingness to do further interview
32
Top Department Responders
Duke DCRI Library Pediatrics Psychiatry &
Behavioral Sci Anesthesiology
UNC – CH Library Medicine School of Business School of Social
Work FPG Child Develop-
ment Center
33
Number of Email Messages Received/Day
36.8%
14.8%
5.5%
0%
53%
2.5% 2.1% 0.3%
38.0%
4% 2% 2% 0%
10%
29%
0 1-20 21-40 41-60 61-80 81-100 100+ Blank
UNC
Duke
34
Number of Email Messages Received Daily According to HMI 60% of workers with email access receive
10 or fewer messages on an average day, 23% receive more than 20, 6% more than 50. 73% of workers spend an hour or less per
day on their email.
35
Average Minutes/Day Spent on Email
amount of time spent on email
81.93 80.41
111.5092.69
0
20
40
60
80
100
120
DukeEmployees
Duke Faculty UNC Employees UNC Faculty
36
Most Used Email Applications at UNC
51%
27%
5% 4% 3% 3%
Netscape
Outloo
k
Mulber
ry
Eudor
aPine
Siren
37
Most Used Email Applications at Duke
38%
15%
11% 11%
4% 4% 4%
Lotus
Note
s
Outloo
k
Netsca
pe
Eudora
Mulberr
y
Excha
nge
Pine
38
Top 10 Concerns Regarding Email at UNC
% of Respondents: 23% Unsolicited email 21% Confidentiality 16% Time 15% Usage 14% Software
limitations
14% Retention 13% Security 11% Management 10% Deletion 10% Viruses
39
Top Concerns Regarding Email at Duke
% of Respondents: 21% Unsolicited email 19% Software limitations 18% Confidentiality 17% Security 14% Volume
13% Time 12% Usage 10% Viruses 8% Retention 7% Lotus
Notes
Selected Interview FindingsConcerning Appraisal,Retention, & Deletion
41
Did Anyone Ever Tell You What to Save?
No68%
Other13%
Yes19%
42
Did Anyone Ever Tell You What to Save?
0
5
10
15
20
25
30
35
40
45
50
Yes No Other
All
Duke
UNC
Faculty
Staff
43
Did Anyone Ever Tell You What to Save?
Not formally28%
Confidential information9%
Public Records Law9%
Record Retention Schedule
9%
Student Records6%
Grant Materials6%
Intuitive6%
Showed structure for saving
6%
Supervisor6%
Told to save all emails6%
Told to save everything6%
Auto-Archive3%
44
What Were You Told?Retention period, 1
Showed structure for
saving, 2
Told to save all emails, 2
Told to save everything, 2
Auto-archive, 1
45
Who Told You?
Supervisor, 2
Risk Management
Dept, 1
Public Records Law, 3
Record Retention
Schedule, 3
46
Are There Records You Know You Have to Keep?
Yes81%
No14%
Other5%
47
How Do You Decide What These Records Are?
Intuitive, 4
Not formally, 4Use personal judgment, 3
Supervisor, 1
Federal regulation, 1
Retention period, 2
,
48
What Types of Documents Do You Have to Keep?
Financial materials, 12
Administrative records, 11
Student records, 8Correspondence, 5
Grant materials, 4
Legal materials, 4
Patient records, 3
Research papers, 2
Departmental memos, 1
Email, 1
Policies, procedures, initiatives, 1 Syllabi, 1
Final draft, 1
Teaching materials, 1
Projects, 1
Presentations, 1
49
Criteria Used to Keep Email
0
20
40
60
Anticipated Use Save everythingEvidence FileReminders OtherReference PaperFinding aids Auto-ArchiveEarly digital proj or tech decisions Immediate relevance
50
Criteria Used to Delete Email
No Use Anticipated38%
No critical impact14%
Time Sensitive6%
Documents5%
Personal Email3%
Print then delete3%
File2%
Not consistent1%
Other copies available2%
Lack of space2%
Filters1%
Time1%
Not main recipient1%
Spam17%
Immediate relevance3%
Trash1%
51
Do Your Email Messages Undergo Automatic Destruction?
Yes8%
No77%
I don't know10%
Other5%
52
What Do You Do When You Get An Imminent Destruction Message?
Delete, 2
Re-organize documents, 2
Empty trash, 1
Network storage, 1
Lack of space, 1
Quota, 1
Save everything, 1
53
Criteria Used to Keep Electronic Documents
0
5
10
15
20
25
30
35
40
45
Anticip
ated U
se
Save e
veryt
hing
Eviden
ce File
Finding
aids
Paper
Too m
any v
ersion
s = co
nfusin
g
For Suc
cess
orTim
e
Referen
ce
All vers
ions
Retenti
on pe
riod
Remind
ers
Record
Rete
ntion
Sch
edule
Enduri
ng va
lue
Compa
tabilit
y iss
ues
Auto-A
rchive
54
Criteria Used to Delete Electronic Documents
Lack of space14%
Print then delete12%
Other copies available
7%
Network storage4%
Not consistent4%
Anticipated Use2%
No Use Anticipated 45%
No critical impact2%
Quota2%
Reference2% File
2%Reminders
2%Time Sensitive
2%
55
Do you keep copies of all the messages that you send?
Yes86%
No14%
56
Where Do You Store Messages You Send?
Sent folder69%
File in folders28%
Hard drive1%
Archive2%
57
How Do You Store Messages You Send?
Automatic45%
Chronologically22%
Pick and choose
18%
By size11% Not automatic
4%
58
Next Steps
Finish analyzing data. Create “guidelines.” Get feedback for guidelines. Create learning materials. Test guidelines and materials. Spring 2005 dissemination conference.
Managing the Digital University Desktop
ECURE 2004Tempe, Arizona
http://www.ils.unc.edu/digitaldesktop