Rosalind
In the Estates Directorate of the British Library we are just about to
introduce Electronic Records and Document Management (ERDM) which will act
as a pilot for the rest of the BL.
Whilst the initial trigger was for business reasons - greater effectiveness
and efficiency - during the last year of preparation and research we have
ensured that what we do is in line with Modernising Government, the PRO
guidance on ERM including choice of software, FOI etc.
Is Durham University required to follow these moves by and on behalf of
government? What is the university sector doing as a whole in relation to
these issues? I should have expected the Library to follow the policy laid
down by the university as a whole and would similarly expect that the CVCP
or one of its offshoots would be considering these issues.
As to decisions with regard to length of retention, these will be made on
the basis of business reasons and compliance. In relation to the latter,
under FOI, we will be obliged to keep evidence of policy, decisions and
business transactions within their context. The PRO approved software for
ERM tends to mimic manual records management in that it is designed to deal
with the procedures you mention - in the electronic context.Everyone who has
thought about these issues considers the management of e-mail to be one of
the trickiest. There are not yet definitive answers here. In Estates we have
used a shared drive for storage for some years. However, that's all it is
and without a shared records plan and thesaurus it is not easy to find items
stored by colleagues. We expect things to change considerably after what
will undoubtedly be a teething period.
Australia, and to a lesser extend N. America, has led the way in ERM. In the
UK we are just putting a toe in the water - propelled largely by government.
There is plenty of literature but mainly relating so far to overseas
experience.
Hazel Dakers
Records Management Project Manager
Estates
British Library
96 Euston Road
London NW1 2DB
tel: 0207-412-7152
fax: 0207-412-7179
-----Original Message-----
From: Rosalind Pan [mailto:[log in to unmask]]
Sent: 21 September 2001 16:10
To: [log in to unmask]
Subject: General library office files and archiving
We would be pleased to hear what current policy and procedures are in
place in other libraries, with regard to keeping both print and
electronic copies of all significant minutes, communications and so on
related to library business.
We are currently reviewing our procedures for maintaining printed
records of business, and also considering how to move towards and deal
with electronic filing and archiving.
Some of the areas of interest are:
Do you still keep printed copies of most minutes, letters, memos etc,
do
you keep electronic copies as well, or instead?
How long do you keep things - indefinitely, or is there a weeding
policy?
Have you reviewed your systems in recent years and if so, what changes
were made
Have any efforts been made to gather together word processed and e-mail
messages which now tend to be produced by individual staff, by-passing
any central filing/archiving systems that are in place?
Many thanks in advance,
Ros Pan
Durham.
--
# University of Durham Name: Ros Pan #
# Main Library Occupation: Sub Librarian #
# Stockton Road Voice: (0191) 374 3411 #
# Durham Fax. No.: (0191) 374 7481 #
# DH1 3LY E-Mail: [log in to unmask] #
*********************************************************************
The information contained in this e-mail is confidential and may be
legally privileged. It is intended for the addressee(s) only. If you
are not the intended recipient, please delete this e-mail and notify
the [log in to unmask] : The contents of this e-mail must not be
disclosed or copied without the sender's consent.
The statements and opinions expressed in this message are those of
the author and do not necessarily reflect those of the British
Library. The British Library does not take any responsibility for
the views of the author.
*********************************************************************
|
