In October 1989, the University Archivist received permission from the University Librarian to prepare a report on the University Archives for the University Administration. That report suggested that the Archives' efforts to identify and preserve the University's permanently valuable records had not been terribly successful and identified three areas of particular concern:

Absence of a mandate/policy statement endorsed by the Board of Governors supporting the operation of the University Archives.
Insufficient operating budget/staff.
Inadequate reporting structure for the University Archives within the Library.

In the Spring of 1990, the University Archivist made a presentation to the Senate Library Committee. The Committee recognized the importance of the University Archives and recommended that the program be transferred from the Library to the President's Office. The Committee recommended to President Strangway "as a matter of high importance the development of an archival program suitable to an institution of UBC's standing."

In early 1991 the University Administration asked the University Librarian to establish a committee to "review and make recommendations for University approved policies on the archives program at the University of British Columbia." The committee - the University Archives Advisory Committee, later renamed the University Archives and Records Management Advisory Committee (UARMAC) - was charged with comparing the UBC Archives with other University Archives and drafting a policy statement to guide the development of the Archives, recommend the appropriate level of funding for the program and review and make recommendations on the reporting structure for the University Archives.

Committee minutes

Chronology of Events

March 1991

First meeting of the University Archives Advisory Committee (UAAC). From the outset the Committee recognized that the problems confronting the University Archives in the preservation of the institution's permanently valuable records were part of a much larger concern -- that of the overall management of the University's recorded information. Problems confronting the Archives had to be dealt with within the broader context of records management.

May 1991

Based on UAAC discussions, the University Archivist prepared "University Archives / Information Management Program -- Proposal". Recommendations arising from the proposal included:

preparation of a short overview of the benefits of an integrated information management program coordinated by the UBC Archives
development of a policy governing the ownership and disposition of University records for consideration by the Board of Governors
recommendations about the reporting relationship of the University Archives
seeking funding for the position of records analyst/archivist

October 1991

UAAC hosts two public information sessions at which the issues of information management and the University Archives were discussed.

May 1992

Based on information arising from the public sessions and discussions of the UAAC, the University Archivist prepared a first draft of "Report and Recommendations of the University Archives Advisory Committee: Integrated Records Management Program at UBC". Recommendations in the report included:

development a policy on University records for consideration by the Board of Governors
establishment of a University Records Disposition Committee
hiring a records management coordinator
securing funding to conduct a comprehensive survey of University records

July 1992

Funding provided by the University Administration for the University Records Survey. Erwin Wodarczak hired to undertake the Survey.

March 1993

University Records Survey completed. The primary recommendations arising out of the final report included:

development and implementation of records schedules and classification systems for administrative (University-wide) and operational (unit-specific) records
conduct a survey of electronic records on campus
appoint a University records manager to coordinate the development of a records management program for the University

September 1993

Committee prepares an initial draft of a records management policy.

October 1993

Erwin Wodarczak hired as Records Analyst/Archivist. UAAC hosts two public sessions to discuss draft records management policy attended by approximately 90 people. Draft policy presented at meetings of VPs and Deans and Administrative Heads of Units (MADHU) and also published in UBC Reports.

January 1994

UBC Board of Governors adopts University Records Management Policy. This represents a new era in the development of the University Archives as it is assigned responsibility for coordinating the implementation of a records management program for the institution. The passage of the policy represents the realization of the University Archives and Records Management Advisory Committee's primary goal of encouraging the University to develop a comprehensive and systematic approach to the management of its records.

September 1994

In the 1994/95 budget, the University Administration approved a new LA 3 position for the University Archives to provide clerical and office support for the University Archives and records management programs. In September Leslie Field joined the staff of the Special Collections & University Archives Division.

March 1995

The University Archives and Records Management Advisory Committee officially endorsed the University records schedules as developed by the Archives. The Committee then recommended that the schedules be forwarded to the Records Disposition Committee so that they might be officially approved by the University.

January 1996

Committee adopts revised Terms of Reference and Mission Statement for the University Archives.

March 1996

Board of Governors approves "Policy on Records Retention and Disposition" and "Policy on University Archives".

May 1996

Committee formally recommends to the Library administration that "the University Archives be established as a separate unit within the Library and that the University Archivist report directly to the University Librarian".

First meeting of the "University Records Disposition Committee".

June 1999

Proposal to eliminate the University Records Disposition Committee from the Records Retention and Disposition Policy, and that the University Archivist and the University Legal Counsel be given responsibility for developing and approving record schedules.

Summer 2001

An administrative reorganization establishes the University Archives as a separate unit within the Library, with the University Archivist reporting solely to the University Librarian. This reporting structure change represents the realization of the third of three original recommendations offered by the Advisory Committee – the other two being the development of an official mandate for the University Archives and an increase in the size of the staff of the Archives.

September 2002

On the recommendation of the Advisory Committee and after consultation with the Vice-President, External and Legal Affairs, the University Archivist drafts a new "University Records Management and Archives Policy", which combines the provisions of the three existing policies into one easily-understandable document. The Committee takes the proposal under advisement.

The University Archivist presents the report “Managing and Preserving UBC’s Permanently Valuable Information Resources: Investing in a Legacy for Tomorrow”. While articulating the importance of the University Archives becoming more active in the area of records management, the report points out that the existing resources available remain inadequate to assume the leadership necessary in this area. The report proposes that the University provide funds for a contractor to conduct records survey in 2002/03, and that the following year a full-time University Records Manager be hired. Following some minor revisions the report is endorsed by the Advisory Committee and its recommendations passed on to the University Librarian, who in turn sends the report to the Vice President, Academic for his consideration.

May 2003

Alan Doyle is hired to carry out the University Records Survey Project, as recommended by the Advisory Committee in 2002. The following month two Information sessions are held – over 90 record-keepers and administrators from around the University attend.

March 2004

Completion of records survey project. The survey indicated that the University collectively maintains over 10 km. of institutional records and this volume is expanding at a rate of about 1.2 km per year. Records storage consumes approximately 20,000 sq. ft. Not surprisingly there is no consistency across units as to what records are retained or for how long. The survey revealed or confirmed other information as well:

Generally, older permanently valuable institutional records not already housed in the University Archives no longer exist. Not only does this seriously impair the development of the corporate memory but it also puts the institution at serious risk in the event of litigation and at the very least often forces administrators to unnecessarily “re-invent the wheel” to assemble information necessary to make current decisions.
In the absence of records keeping guidelines many units are retaining too much material of a routine nature too long. The storage of large volumes of unnecessary records makes it time consuming and expensive to locate information, results in needless costs of storage equipment (i.e. filing cabinets) and space, and actually threatens the survival of permanently valuable records as units conduct periodic “purges” as their limited storage space fills. Even if material is not wilfully destroyed the inappropriate space in which records are stored often leaves them at risk of inadvertent destruction by fire, flood or insect infestation.
Duplicate records are maintained by multiple offices unaware of their existence elsewhere; at the same time, other units discard records assuming that they were being kept elsewhere.
A growing volume of what might be characterized as “homeless” records, created as a by-product of organizational restructuring, along with materials that have been stored off-site, have simply been forgotten.
Numerous instances of records being maintained and stored in contravention of provisions of the provincial Freedom of Information and Protection of Privacy legislation.
Increasingly, institutional records are being created, maintained, distributed and preserved electronically. While mitigating some of the physical storage concerns presented by paper records, electronic information, because of its dependence on rapidly-evolving software and hardware, is actually much more vulnerable to loss in a much shorter time frame than that in paper records.
University records-keepers consistently cited the importance of developing and communicating guidelines governing institutional records retention.

May 2004

Alan Doyle is retained on contract to develop records retention and disposition schedules for University administrative records. These schedules will detail how records should be maintained and when they can be destroyed in compliance with legal and institutional requirements. This project involves research into existing legislation at the civic, provincial and federal levels, as well as an extensive survey of "best practices" at other North American universities.

Minutes

1991: March 27 | April 24 | May 29 | July 17 | August 28
1992: September 30 | December 2
1993: March 17 | May 19 | September 23 | December 2
1994: March 10 | September 29 | November 10
1995: January 27 | March 2 | October 26
1996: January 11 | May 16 | October 10
1997-98: (no meetings)
1999: June 29
2000-01: (no meetings)
2002: March 20 | September 24
2003: Spring Report | October 1
2004: May 19

About the Archives
University Archives and Records Management Advisory Committee
1991-2004

Last modified: Nov 15, 16

The University of British Columbia