Name Change for the Committee
Chris proposed that the name of the Committee should be changed to UNIVERSITY ARCHIVES AND RECORDS MANAGEMENT ADVISORY COMMITTEE to reflect more accurately the expanded scope of the body's activities. The proposal was approved. There was some discussion about reviewing the composition of the committee in the future.
Chris reported on the two public meetings held in October to which representatives of the units from across campus were invited. In total approximately 90 - 100 people attended these sessions. Chris and Erwin spoke for approximately 45 minutes on the history of the University and the records management policy as well as the records survey. The response was extremely positive. As we had heard in earlier public meetings many of these people are just waiting for some sort of guidance in the management and disposition of their records. Donald Wehrung (Commerce) offered some particularly useful insights which resulted in modifications to the draft policy.
The initial draft policy was published in UBC Reports in November. A revised draft will appear in a December edition of Reports.
The Committee reviewed and approved the proposed changes.
There was some discussion about the need to clarify the fact that this policy did not cover faculty member's research records. It was decided that we should leave this question for the time being as it really is very much a 'grey' area at this time. Perhaps the experience of the Freedom of Information legislation will help clarify the situation.
In addition, there was some discussion about what the Committee considered to be the most significant change. In the Detailed Procedures section Bernie Sheehan has suggested that the Data Administrator (Computing and Communications) should be added. Although it was not obvious how the logistics of this situation would be worked out, the Committee felt that it would be advantageous to have this cooperation with Computing and Communications particularly as we move toward the management of electronic records.
Erwin provided a brief overview of his activities.
Chris reported on the first meeting of the University FOI Committee. After the first meeting, at which Dr. Bertie McClean provided an overview of the legislation, it was decided to break down the large group into a number of smaller issue- or subject-oriented sub-committees. These committees have already begun to meet.
Chris went through the list of goals for the University Archives which had been previously circulated. The Committee felt it important that the issue of nitrate negatives in the photographic collection be dealt with.
Chris reported on two very important archives-related initiatives with which the Library has become involved. Both of these projects very much enhance the desire of the Library to provide a gateway to information elsewhere and in so doing enhance the provision of information for Library users.
The British Columbia Archival Union List project is now half through its second of three phases. By the end of the year the computer file which is available through the UBC Library system will include the holdings of approximately 80 archival repositories in British Columbia. The project is unique in the comprehensiveness of its coverage.
Ruth has also contacted Dr. Jean-Pierre Wallot, National Archivist of Canada to enquire about the possibility of the Library being considered for a Distance Access Site for the National Archives. In an effort to improve access to its holdings the National Archives is entering into partnerships with selected repositories across the country. This would be a significant initiative in enhancing the Library's position as the preeminent research institution in the province and would also fit in with its commitment to serve as a gateway in providing enhanced access to information held elsewhere. The Library's participation is, however, contingent on the funding required to enter into this partnership.
February 10th, 1994 - Librarian's Office 9:00 am.
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