Southern Institute of Technology (SIT) (Te Whare Wananga o Murihiku) ARCHIVES How we are traversing the Records Management Mountains © 2008 Southern Institute of Technology Acknowledgement: Information Leadership Limited

What we started with Extra storage space??? +

Why we kept our files in this way: Little understanding of accountabilities Retention uncertainties – keep it all!! No classification – resulting in individual systems No records management procedures No audit and enforcement No regular disposal Inadequate storage areas

What we did about it! We recognised we didn’t have the expertise ourselves to initiate our records management project. We engaged a consultant, and created a Records Officer position We have a Records Management Policy We moved the existing records to a Storage Provider (compliant with Archives NZ Storage Standard) We received Archives NZ approval for our Appraisal Report and Disposal Schedule We have an Information Charter created at Management level

…information is accurate and can be trusted by staff and students Accuracy Confidence Reliability Secure …we secure information and make it available as appropriate Accessibility Connectivity Consistency Transparency Timely Effective Efficient …our information is consistent and related processes are transparent demonstrating our accountability to staff, students and stakeholders …information is easy to access and links between information are clear and obvious …information is relevant, fit for purpose and supports the goals of SIT © 2007 Information Leadership Limited

Build Inventory Classificatio n / Taxonomy Retention Schedule Appraisal Report Charter RK Framework Tells us what we create and annual quantities Groups our records into classes for better management Uses the classification classes to apply rules about retention Demonstrates and records that we have made appropriate decisions about retention NowMid-DecMid - JanMid-Feb Completed In progress To be done © 2007 Information Leadership Limited

The realities of moving an Appraisal Report & Disposal Schedule into a process of ‘Business as Usual’ The challenge is to accept that while you can’t change what has already happened, by working with all staff, using the right support/mentors, and mapping out a simple strategy, it is possible to prioritise the ‘101 records’ tasks and move forward.

To relate both record classes within the Appraisal Report and Disposal Schedule, and the way hard copy records are managed, to the tasks staff actually carry out everyday, we will be (or are in the process of): –Creating a Records Management Manual with both generic and area-specific sections The area-specific sections will detail the archiving requirements of the records, whether they are to be kept as a public archive, or have a destruction date, as well as recording how records within areas/campuses have been archived in the past. –We are working with our storage provider to set up a retrieval system that is customised for our needs

Playing Trivial Pursuit! As a starting point I am tackling the records in 2 major parts; existing records and future records, prioritising student records. As a tool to help identify and understand what on earth is in “that box” of existing records I am: Writing a short history of SIT, its name changes, faculty changes, and which Faculty umbrella programmes resided under Using the way records have been labelled in the past as the starting point for the area-specific sections of the manuals – when are student records not student records? – when they are archived as ‘Enrolment Forms’

The Clues! History of SIT, its name changes; –Southland Polytechnic1972 –Southland Community College1981 –Southland Polytechnic1988 –Southern Institute of Technology2000 (Te Whare Wananga o Murihiku) In 1971 the “boss” was called “Principal”, this changed to “Director” in 1987, and in 1990 to Chief Executive Officer. SIT as an organisation has been in existence for about 38 yrs – a lot of records, plus changed reference points!

Where I found the historical data Prospectuses Annual Accounts Talking to long-serving staff (using their memories and local knowledge)

ARCHIVES Belong to Everyone To get everyone to “own” records management some of the pathways I will be using include the following: Regular items in our Staff newsletter (Te Karere) Use of an archiving slogan to emphasise archiving as part of ‘business as usual’ Involving staff within areas in writing their area-specific section of the manuals Introducing Records Management as part of staff induction Communicating with individual staff whenever and wherever possible Introducing an audit process to assess progress and compliance

ARCHIVING “YOUR Business – Can YOU Find It?” Currently we are somewhere here… We are looking forward to the rest of the journey © 2008 Southern Institute of Technology