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:
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.
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.
Based on UAAC discussions, the University Archivist prepared "University Archives / Information Management Program -- Proposal". Recommendations arising from the proposal included:
UAAC hosts two public information sessions at which the issues of information management and the University Archives were discussed.
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:
Funding provided by the University Administration for the University Records Survey. Erwin Wodarczak hired to undertake the Survey.
University Records Survey completed. The primary recommendations arising out of the final report included:
Committee prepares an initial draft of a records management policy.
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.
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.
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.
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.
Committee adopts revised Terms of Reference and Mission Statement for the University Archives.
Board of Governors approves "Policy on Records Retention and Disposition" and "Policy on University Archives".
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".
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.
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.
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.
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.
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:
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.
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