1. October 10, 2002ECURE 2002 From Paper to Paperless: Records Management in a Decentralized Environment Jenny Mehmedović Assistant to the Vice Provost for Information Services University of Kansas

2. October 10, 2002 ECURE 2002 Presentation Objectives  Case study in records management  How we got started  Where we are now  Where we still need to go  One size does not fit all!

3. October 10, 2002 ECURE 2002 KU Environment  Institutional stats  26,000 students  1,600 faculty  3,000 staff  Archivist role  Lack of central records mgm’t function  Movement towards electronic or web-based records ONLY w/o understanding of retention impact  Highly decentralized  Large state institution

4. October 10, 2002 ECURE 2002 Success Factors  Support of CIO and other high-level administrators  Strong relationship with state records managers and archivists  Very apparent need for focused attention to records management  Setting realistic goals

5. October 10, 2002 ECURE 2002 Setting the Stage  “Buying” administrative support  Financial Aid  Registrar  Internal Audit  General Counsel  Archives  ID Card Administrator  Invoking the law  Gathering names  Student Affairs  Human Resources  Institutional Research  Data Warehouse  Libraries  Comptroller

6. October 10, 2002 ECURE 2002 Getting Started  Invitation to kick-off meeting  Presentation of Task Force charge  Laying the “Law of the Land”  Open Records Act  Public Records Act  Gov’t Records Preservation Act

7. October 10, 2002 ECURE 2002 Task Force Charge  The purpose of the task Force is to serve as a coordinating body for University record management and preservation. Our responsibilities include:  Develop a typology of University record groups to facilitate policy development.  Advise University officers and system administrators on policies concerning:  Access to records  Privacy parameters  Retention schedules  Establish record use policies for major University record groups and systems, in consultation with system leadership and management.

8. October 10, 2002 ECURE 2002 The Matrix  BEFORE  gensched.jpggensched.jpg  AFTER  matrix.xls matrix.xls

9. October 10, 2002 ECURE 2002 Organization of Participants  Task Force Chair  Assistant to VP Information Services/CIO  Working Subgroup Chairs  Financial  Student  Human Resources  Libraries  Administrative  Key Liaisons  University Archivist  Ex-officio representative of Kansas State Historical Society  As-needed liaisons  University General Counsel  Director, Internal Audit  VP Information Services/CIO

10. October 10, 2002 ECURE 2002 Working Subgroups  Financial subgroup co-chairs  Comptroller  Director of KU Center for Research  Student subgroup chair  Associate VP for Student Affairs  Human Resources subgroup co-chairs  Director of HR  Systems Administrator for HR  Libraries subgroup co-chairs  Associate Dean of Libraries  Head of Access Services, Libraries  Administrative subgroup chair  Director of Institutional Research & Planning

11. October 10, 2002 ECURE 2002 Reaching for the Moon  Wow! You mean we can influence…  Authentication/authorization?!  Access/security protocols!?  Data warehouse system?!?

12. October 10, 2002 ECURE 2002 Setting Realistic Goals  1 st phase  Identify as many records as possible  Determine retention/disposition periods  Identify who HAS access & who GRANTS access  2 nd phase  Identify related University policies and/or federal, state, and local laws  Identify data type, storage method, and systems  Develop educational strategy to assist implementation by data stewards

13. October 10, 2002 ECURE 2002 Timeline CIO’s proposal to upper admin Call to Participate Kick-off meeting Task Force begins work in subgroups Nearing completion of 1 st phase Oct. ‘01 Jan. ‘02 Mar. ‘02 Apr. ‘02 Oct. ‘02

14. October 10, 2002 ECURE 2002 Lessons Learned  Find the right level of record specificity  Break it down into layman’s terms  Focus on records by function, NOT organizational structure  Recognize other projects that intertwine with and support records management  Be realistic, but optimistic

15. October 10, 2002 ECURE 2002 Questions?

16. October 10, 2002 ECURE 2002 Contact Information Jenny Mehmedovic Assistant to the Vice Provost for Information Services University of Kansas jmehmedo@ku.edu