Following the distribution of the minutes from the last meeting, Ruth Patrick pointed out that during the discussion of a records storage facility that she had indicated the Library was in the process of developing a Master Space Plan. A revised page for the minutes was distributed at the meeting (enclosed for those who did not attend). There were no additional changes and the minutes as amended were approved.
None not appearing as current agenda items.
Libby Nason joined the committee for this discussion. Copies of the policies as revised by Chris and Libby were distributed (attached for those not attending the meeting). Chris explained a couple of changes from the original draft which had not substantially altered the content of the policies. Libby then explained the process through which the drafts would now pass. They will be presented for information at this month's Board of Governors' meeting and then again at the meeting later this month of the Deans and Heads. The policies will be printed in UBC Reports and, assuming that no significant revisions are required, will go back to the Board of Governors for approval in March. If you think of anything else that should be added or changed in the policies please let Chris know.
The committee approved the revised Terms of Reference for the University Archives and Records Management Advisory Committee and the Mission Statement for the University Archives.
Byron reported that V.P. Maria Klawe had approved the formation of the Disposition Committee and that they were in the process of contacting prospective members.
Bill Webber questioned the extent to which units might be willing to pay for the storage of their records. Chris said that it would be difficult to estimate but some offices are quickly running out of space and have few options (an office needing to store 50 boxes of records @ $4/year would pay an annual fee of $200). The provision of alternative storage arrangements could free up some campus space for other uses. Mike Hartwick indicated that there are already some units on campus that pay for off-site storage of records. Erwin Wodarczak added that in the course of his travels across campus he found a great deal of support for a centralized records facility.
Byron Hender suggested that rather than considering building new facilities to store paper records we might also consider other technological options for the storage of the information. Chris pointed out that the paper records that would be placed in a records storage centre are inactive records which need to be consulted very seldom and have a very limited life span of perhaps 3, 5 or 7 years after which time they would be destroyed. As a result it would not be economically viable to microfilm or digitize these records given the temporary nature of the value of the information. The use of these other technologies would be better applied to material that must be retained for longer periods.
After this discussion the committee felt that pursuing a records storage facility would be a useful undertaking and approved the following resolution:
The University Archives and Records Management Advisory Committee believes that the pursuit of a centralized records storage facility is an important element in the development of an integrated records management program and that the requirements for such a facility be included as part of the Library Master Space Plan Study now under way.
Chris proposed that two areas that the committee might next consider include the identification and protection of the institution's vital records and the development of micrographic/microimaging system for institutional records. Simply stated vital records are those records which, in the event of a disaster, would be essential to allow the institution to resume operation. It is important that provisions be made for identifying this material and arrangements made to have copies placed off-site for safe-keeping. Chris suggested that he and Erwin would prepare reports for these two issues for discussion at the next meeting of the committee.
May 16th - Librarian's Office, 9:00 - 10:30.
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