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   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, ext. 26  The Records Management Team –Jennifer Wright ( x 37) –(Robert) Shawn Johnstone ( x 32) –Mitch Toda ( x 11) –Ginger Yowell ( x 38)  General (or  Records Management on the Web:  SIA Website: