From Paper to Paperless:
Records Management in a
Decentralized Environment
Jenny Mehmedović
Assistant to the Vice Provost
for Information Services
University of Kansas
ECURE 2002
October 10, 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!
ECURE 2002
October 10, 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
ECURE 2002
October 10, 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
ECURE 2002
October 10, 2002
Setting the Stage

“Buying” administrative support
 Student Affairs
 Human
Resources
 Institutional Research
 Data Warehouse
 Libraries
 Comptroller

Financial Aid
 Registrar
 Internal Audit
 General Counsel
 Archives
 ID Card Administrator

Invoking the law
 Gathering names
ECURE 2002
October 10, 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
ECURE 2002
October 10, 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.
ECURE 2002
October 10, 2002
The Matrix
 BEFORE

gensched.jpg
 AFTER
 matrix.xls
ECURE 2002
October 10, 2002
Organization of Participants

Task Force Chair


Working Subgroup Chairs






Financial
Student
Human Resources
Libraries
Administrative
Key Liaisons



Assistant to VP Information Services/CIO
University Archivist
Ex-officio representative of Kansas State Historical Society
As-needed liaisons



University General Counsel
Director, Internal Audit
VP Information Services/CIO
ECURE 2002
October 10, 2002
Working Subgroups

Financial subgroup co-chairs



Student subgroup chair



Director of HR
Systems Administrator for HR
Libraries subgroup co-chairs



Associate VP for Student Affairs
Human Resources subgroup co-chairs


Comptroller
Director of KU Center for Research
Associate Dean of Libraries
Head of Access Services, Libraries
Administrative subgroup chair

Director of Institutional Research & Planning
ECURE 2002
October 10, 2002
Reaching for the Moon
 Wow!
You mean we can influence…
 Authentication/authorization?!
 Access/security
protocols!?
 Data warehouse system?!?
ECURE 2002
October 10, 2002
Setting Realistic Goals

1st phase




Identify as many records as possible
Determine retention/disposition periods
Identify who HAS access & who GRANTS access
2nd 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
ECURE 2002
October 10, 2002
Timeline
CIO’s proposal
to upper admin
Call to
Participate
ECURE 2002
Kick-off
meeting
Task Force
begins work in
subgroups
Nearing
completion of
1st phase
October 10, 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
ECURE 2002
October 10, 2002
Questions?
ECURE 2002
October 10, 2002
Contact Information
Jenny Mehmedovic
Assistant to the Vice Provost for
Information Services
University of Kansas
jmehmedo@ku.edu
ECURE 2002
October 10, 2002