University Archives and Records Management Advisory Committee

MINUTES - January 27th, 1995

Agenda

1. Minutes from Last Meeting (November 10th)
2. Business Arising
3. Pat Hagey - Presentation on the IDRM Policy & Guidelines Proposal
4. Discussion of Bill Bruneau's Collaborative UBC History Project.
5. Continued Discussion of Draft Record Schedules
6. Other Business
7. Date of Next Meeting

Terry introduced David Fraser from UCS who replaces Carol Bird on the Committee.

Minutes from Last Meeting (November 10th)

Approved without revision.

Business Arising

None

Pat Hagey - Presentation on the IDRM Policy & Guidelines Proposal

Presentation by Pat Hagey based on draft documents distributed at the last meeting -- "Institutional Data Resource Management Policy" and "Institutional Data Resource Management Guidelines". Pat pointed out that this was the first of what he hoped would be many presentations outlining the importance of establishing a policy and guidelines to promote the effective and efficient management of institutional data. Some of the highlights of his presentation included:

• the University of British Columbia is a complex enterprise which includes approximately 250 organizational units which generate data in some form
• currently the sharing of data at UBC is not sophisticated - there is not a clear understanding of the exact extent and nature of the information generated and owned by the University - as the cost of sharing information has been generally carried by the information creator - consequently, despite some obvious advantages, there has not been, to this point, a coordinated promotion of a more global approach to data management
• the significant costs associated with the planning for, creation, maintenance, collection and acquisition, storing and accessing of data suggests that we should view institutional information as valuable resource, which like other institutional assets must be carefully managed - we can also see its importance in terms of the costs associated with not having access to the right information at the right time
• to promote the effective and efficient sharing of institutional data, the University should develop a policy and guidelines governing data management
• the guidelines will help ensure that institutional data is viewed as a University resource and that its value is increased through widespread and appropriate use
• the policy will support the general goals of the guidelines and ensure that institutional data is identified and defined, managed, safeguarded, quality assured and shared

A general discussion ensued.

Other agenda items carried over until the next meeting - a new draft of the draft records schedules was circulated at the meeting (attached for those members who were not there).

Date of Next Meeting

March 2nd, 1995 - Librarian's Office, 9:00 - 10:30

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