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Records Management Services Help identify what to keep and what to discard Create disposition schedules Assist in organizing records – advice and file plans Supply boxes and physically transfer records Provide transfer instructions for permanent electronic records Maintain, care for, and provide access to records Destroy records according to established schedules
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Surveying and Scheduling Records of SCEMS
Presented byGinger Yowell & Mitch Toda
Smithsonian Institution Archives Records Management Team
October 2, 2007
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
management 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.”
Records Management Services Help identify what to keep and what to discard Create disposition schedules Assist in organizing records – advice and file
plans Supply boxes and physically transfer records Provide transfer instructions for permanent
electronic records Maintain, care for, and provide access to records Destroy records according to established
schedules
Records Survey and Schedule More effective management of records Faster retrieval of documents Reduced/eliminated level of record-keeping
redundancies Reduced costs of storage equipment and
supplies Elimination of unnecessary files storage Increased usable space
Survey Process Work with SCEMS staff individually Discuss records created by staff
– Function– Volume– Dates– Format– Arrangement– Office of Record
Follow up with individuals if needed
What is a Record and What Does It Do? Any official recorded information, regardless of
medium or characteristics, created, received, and maintained by a Smithsonian museum, office, or employee
Documents actions, decisions, policies and procedures
Legal evidence Audit trail Accountability Corporate memory
What Do Records Look Like? Records may be located in filing cabinets, storage
rooms, servers, or electronic media They may include:
– Paper– Electronic Records– Film and Video– Audio Recordings– Email– Spreadsheets and Databases– Photographs
Appraising and Scheduling Records
What records were found during survey Who created those records What do those records look like What do those records do Do those records exist in other formats
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 should maintain the final version although drafts and copies of the final version 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– Maintain 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
How to Use a Records Disposition Schedule Consists of 3 parts:
– Front Matter with instructions for using the schedule and general records management recommendations
– Schedule listing all record types and the disposition for each
– Appendices with information about maintaining, transferring, discarding, and retrieving your records
Records Transfer For paper records, call SIA with the types of records
to be transferred and the number of boxes you will require
Number the boxes and create a list of folder titles for each box
Email the folder list to SIA and schedule a records pickup
For electronic records, call SIA to discuss the best means of transferring the records and the required documentation
Records Retrieval After the records transfer, SIA will provide you with
the accession number and a copy of the folder list and will place another copy on the Web with full-text search
To retrieve records, simply contact the SIA Reference Team
Records stored on-site can be retrieved immediately. Records stored off-site will be retrieved once per week
Records may be used in the SIA Reading Room or charged-out for extended use
Records Center Records Center materials should be prepared,
transferred, and retrieved in the same manner as permanent records
At transfer, a destruction date will be assigned based on the SCEMS records disposition schedule
SIA will ensure the timely destruction of records Temporary electronic records/media should be
destroyed through OCIO (see Technical Note IT-960-TN15) according to guidelines in the SCEMS records disposition schedule
Contact Information Ginger Yowell, Project Coordinator, 202-
633-5925, [email protected] Mitch Toda, 202-633-5923, [email protected] Email for Reference Services:
[email protected] Records Management on the Web:
http://siarchives.si.edu/records/main.html
