1. UNC System Archivists and Records Managers Meeting
September 10, 2003
UNC Greensboro

2. Managing the Digital University Desktop:
Understanding and Empowering the Individual; Preserving the Public Record and Institutional History

3. Original Plan
Personnel
Data collection
Budgetary decisions at UNC-CH

4. That Was Then, This Is Now
Funding decisions
Personnel changes
Changes in methodology

5. Project Goals Document use and management of files and records
Develop “best practice” guidelines
Develop educational opportunities
Develop user profiles
Disseminate information

6. Rationale for project The University environment
Lack of recordkeeping systems
Public institutions
Private institutions

7. Phase I (July 2002-May 2003) Survey distributed by email and web
In-depth interviews conducted
IT interviews conducted

8. Phase I Findings Top concerns on each campus:
SPAM and unsolicited
Privacy and confidentiality, esp. with sensitive information, patient records, students

9. Conclusions
Both faculty and staff are concerned about issues of privacy, confidentiality, and security
Being concerned is not enough to get people to change behaviors

10. Conclusions - Confidentiality
Varying knowledge about privacy and confidentiality laws and policies
Knowledge that is not confidential doesn’t prevent people from acting as if it were
Vague idea that someone can access , but don’t know who specifically

11. Conclusions – Sensitive Info
People/departments routinely send sensitive info via
HIPPA has created greater awareness in medical community
Faculty often do not know what would constitute confidential communication with students

12. Conclusions – Data ownership
Faculty and staff often have different attitudes/beliefs about data ownership
Only 1 person out of 100 indicated that the author of an , not the recipient, holds the copyright

13. Conclusions – State of knowledge
Many people phrase their concerns as questions
Most people do not take advantage of features available in applications
Few people have had training in use of their current application or records law

14. Need For User Education
Unlikely that passive posting of policies is an effective means of disseminating information
Unlikely that posting of FAQs and Help Pages provides pervasive education

15. Phase II (June-December 2003)
Analysis of filing schemes on and other desktop systems
Comparisons of electronic and print filing schemes
Comparison of electronic filing schemes with records schedules
Technical capabilities of various desktop application and servers
Investigation of ERMS system features

16. Phase III (January-May 2004)
Creation of draft desktop management recommended practices manual
Review of manual
Revisions and writing of final manual
Posting of best practices manual

17. Phase IV (March-August 2004)
Development of classroom workshops
Development of web-based training modules
Presentation of study findings at state, regional, and national conferences

18. Phase V (Sept.2004-June 2005)
Scheduling of on-going training sessions for records liaisons and records managers
Conducting and desktop records management training sessions
Convening conference for records managers, archivists, system administrators
Analysis of evaluations of conference content, training sessions, web training modules, and best practices manual

19. Phase V continued Revision of best practices manual
Interviewing project participants
Evaluation of project outcomes (hired consultant)
Presentation of study findings
Writing of final report for NHPRC

20. Project URL