MARKETING RECORDS MANAGEMENT Designing an Effective Awareness Campaign for Your Campus March 21, 2005 UNC System Records Officers Meeting UNC Greensboro Frank Holt, Records Service Coordinator UNC-Chapel Hill, University Archives and Records Service

March 21, 2005 UNC-CH, University Archives and Records Service 2 SCOPE Objective Objective Challenges Challenges Action Plan Action Plan Measuring Impact Measuring Impact Benefits University Benefits University Conclusion Conclusion

March 21, 2005 UNC-CH, University Archives and Records Service 3OBJECTIVES Help shape RM’s presence on campus Help shape RM’s presence on campus Promote awareness Promote awareness Understanding your role Understanding your role Offer solutions Offer solutions

March 21, 2005 UNC-CH, University Archives and Records Service 4CHALLENGES Build Credibility Build Credibility Broaden Recognition Broaden Recognition Create a “Power Base” Create a “Power Base” Rally Support from the Top Rally Support from the Top Remove “Back Office” Impression Remove “Back Office” Impression Empower Vision Empower Vision

March 21, 2005 UNC-CH, University Archives and Records Service 5 ACTION PLAN: Overview Communication Communication Management Management Media Media Network Network Collaborate Collaborate Training Training

March 21, 2005 UNC-CH, University Archives and Records Service 6 ACTION PLAN: Communications Correspondence re: Public Records Correspondence re: Public Records Senior Administrators Senior Administrators Deans / Department Heads / Directors Deans / Department Heads / Directors Web address Web address letterhead letterhead signatures signatures Brochures / Business Card Brochures / Business Card

March 21, 2005 UNC-CH, University Archives and Records Service 7 ACTION PLAN: Management Develop RM manual for departments (requiring signature from select senior administrators) Develop RM manual for departments (requiring signature from select senior administrators) Establish a Strategic Records Committee Establish a Strategic Records Committee Key players (IT, HR, B/F, Legal, UR) Key players (IT, HR, B/F, Legal, UR) Sounding board Sounding board Help prioritize goals Help prioritize goals Provides clout to win support (collaborative efforts, etc.) Provides clout to win support (collaborative efforts, etc.) University Business Manual University Business Manual

March 21, 2005 UNC-CH, University Archives and Records Service 8 ACTION PLAN: Media Campus newspaper to faculty/staff Campus newspaper to faculty/staff request interview and submit articles request interview and submit articles Alumni Association Alumni Association Departmental communications (all staff s, web, newsletters ) Departmental communications (all staff s, web, newsletters ) List-serv for RM Liaisons List-serv for RM Liaisons Campus calendar Campus calendar ARMA publications ARMA publications

March 21, 2005 UNC-CH, University Archives and Records Service 9 ACTION PLAN: Networking Records Management Liaisons Records Management Liaisons Roundtable / bag lunch discussions Roundtable / bag lunch discussions Administrative councils and boards Administrative councils and boards “Key players” “Key players” Others Others

March 21, 2005 UNC-CH, University Archives and Records Service 10 ACTION PLAN: Collaboration Identify specific needs Identify specific needs Develop strategy and timeline Develop strategy and timeline Stay proactive and focused Stay proactive and focused Keep others informed Keep others informed Formally thank partners for their participation Formally thank partners for their participation

March 21, 2005 UNC-CH, University Archives and Records Service 11 ACTION PLAN Collaborating Partners Internal Audit Internal Audit University Council University Council University Registrars University Registrars Human Resources Human Resources Information Technology Services Information Technology Services Other universities, states, and/or organizations Other universities, states, and/or organizations

March 21, 2005 UNC-CH, University Archives and Records Service 12 ACTION PLAN: Training Develop RM track for employees Develop RM track for employees Target new employees Target new employees Utilize Training and Development Office Utilize Training and Development Office Publicity Publicity Registration process Registration process Offer specialized training opportunities onsite (schools/departments/divisions) Offer specialized training opportunities onsite (schools/departments/divisions) Offer Seminars/Conferences Offer Seminars/Conferences

March 21, 2005 UNC-CH, University Archives and Records Service 13 MEASURING IMPACT Volume of collection, prior to marketing Volume of collection, prior to marketing Records Management Liaisons appointed Records Management Liaisons appointed & telephone requests & telephone requests Transfer requests Transfer requests Workshops/seminar attendees Workshops/seminar attendees Onsite workshops requested Onsite workshops requested

March 21, 2005 UNC-CH, University Archives and Records Service 14 MEASURING IMPACT (continued) Frequency of consultations Frequency of consultations Media coverage Media coverage Schedules and specialized modules Schedules and specialized modules File cabinets purchased File cabinets purchased Records picked up for recycling/shredding Records picked up for recycling/shredding Dialogue with “key players” Dialogue with “key players”

March 21, 2005 UNC-CH, University Archives and Records Service 15 CONCLUSION More progressive image of RM More progressive image of RM Marketing plan reaches everyone Marketing plan reaches everyone Collaboration efforts make a difference Collaboration efforts make a difference Better decision making involving records Better decision making involving records University’s assets are better protected University’s assets are better protected

March 21, 2005 UNC-CH, University Archives and Records Service 16 QUESTIONS? Frank Holt, Records Service Coordinator University of North Carolina at Chapel Hill University Archives and Records Service Campus Box 3926, 907 Wilson Library Chapel Hill, NC (V) (F)