ARCHIVES AND ACCOUNTABILITY IN THE DIGITAL AGE Fran Blouin Director, Bentley Library University of Michigan Copenhagen City Archives February 2009

The Bentley Library founded as the Michigan Historical Collections in 1935 Michigan Historical Collections University Archives and Records Program Reference Division Detroit Observatory Academic Programs

The University Archives Embodies the historical reputation of the University of Michigan from 1817 A compilation of the intellectual contributions of the University Institutional memory for administrative decisions and actions Source for understanding a highly consequential institution

In the Paper World: Types Drafts Speeches Letters Memos Written notes Accounts

In the Paper World Life Cycle of Record Generation Secretarial intervention Active Use Inactive use Archival intervention Archival Deposit

Archival Intervention Appraisal Organization Arrangement and description Storage Access

The File Cabinet is at the heart of Paper Archives For a century the University maintained a substantial infrastructure for the selection and filing of paper records –Secretaries –File clerks –Filing cabinets and related equipment –Storage areas/ file rooms

Digital Transformations Distributed computing (12 million per day at UM) Word files Personal filing systems Hardware and software dependent “Chaos of accumulation” Undetermined infrastructure

Problems Undifferentiated filing of record and non record material Numerous systems Sense of personal ownership vs. public ownership Lack of a regularized infrastructure Balance between privacy and accountability not defined.

Solution: Digital Records Management System Life Cycle of Digital Records: Generation Active use Secretarial and/or Archival Intervention Inactive use Archival disposition

Principles Generator and or recipient of document makes archival decision Use metadata embedded in document creation and linked to updated directories and organization charts Archivists work with units to establish access provisions and retention policies Minimal user requirements

The University of Michigan Project Goal: to develop and implement a robust, flexible system to manage university of record content.

Structure Executive Committee –MAIS, Provost (ITCS), Counsel, Bentley Implementation Committee –Staff from each of the above units –Dedicated staff

PHASE ONE: Analysis Define Scope Confirm methodology for the analysis of UM systems Analysis of commercial digital mail solutions Gather relevant UM policies and procedures Gather relevant Federal and State policies and regulations

PHASE ONE (cont.) Analysis of archival/records requirements Analysis of storage options Analysis of records classification *** Develop recommendations for system configuration and initiate product procurement

Current thrust Two approaches Option for designation at the point of creation Designated “crawlers” to retrieve that has accumulated over time

PHASE TWO Design of the system Implementation of a prototype for two small U-M schools/colleges Refinement of system design/archival evaluation Design of education component

PHASE THREE Implementation of revised prototype for 4 small schools/units Implementation for executive offices and a large school/college

PHASE FOUR Full implementation

Thank You Fran Blouin Nancy Nancy Deromedi