Ruth reported that she had meet with Vice President Srivastava and he agreed to support the establishment of the University Records Disposition Committee as outlined in the University Records Management Policy.
ACTION: Chris will draft terms of reference for the University Records Disposition Committee and pass the document on to Ruth.
Over the summer the University Archives produced a number of important publications including the Guide to the Holdings of the University Archives, Guide to the Archival Research Collections in the Special Collections and University Archives Division; Researching the History of the University of British Columbia: A Bibliography of Sources; and A Cumulative Index to the Inventories of the University Archives. Although descriptions for the Library's archival material are available on-line through UBCLIB the two archival guides will help further disseminate information which will improve access to our holdings. Moreover, while on-line searching provides improved access to specific information the guides serve as a better format for providing an overview of the extensive archival holdings and they often provide an interesting read. The Bibliography is important because it represents the first attempt to list all of the published, near-print and unpublished material held by the Library which might be useful in conducting research on University history. By beginning to describe the universe of available information the compilation actually helps to empower researchers as they become more independent of intervention of professionals in the conduct of their research. Finally, the Cumulative Index provides a single reference point which will lead researchers to other finding aids.
The above-described publications were part of a broader initiative to create and/or improve the quality of information available in the University Archives. This initiative also included the upgrading and standardization of finding aids most of which have now been word processed and will likely be accessible in an electronic environment.
During the summer the Archives also carried out a project designed to identify nitrate negatives in the photographic collections. In addition, the technical groundwork was laid for a pilot project which will begin this fall to scan and make photographic images available on-line.
Prior to the meeting Ruth asked Chris to update the chronology of Committee activities and accomplishments (see attached). In reviewing the cumulative history of the Committee it is interesting to note the degree of success it has enjoyed in accomplishing many of the goals established in some of the early committee reports. It was pointed out that we now have an official University records management policy, records management personnel and additional clerical support for the University Archives. These are truly significant accomplishments particularly in light of the difficult economic times in which the Committee lobbied for these initiatives. The Advisory Committee has proved to be very important as a sounding board for ideas and its members have promoted the University Archives and its associated programs. On behalf of Ruth, to whom the Committee reports, Chris thanked the Committee members for their efforts but pointed out that the work of the Committee was far from finished.
In September Leslie Field filled the new clerical position of University Archives Assistant. The creation of the position had been approved in Library's 1994/95 budget submission.
Chris reported briefly on recent records management activities. The document "Draft Guidelines for Identifying Records of Permanent Value" was discussed. Committee members felt it important to point out that these were merely preliminary guidelines and that comprehensive schedules were under development which would provide details about records retention and disposition. There was additional discussion about the value of incorporating information about records protocols but it was felt that these would best be dealt with during the scheduling process. The Committee suggested that the document be revised and sent out with the information announcing the establishment of the University Records Disposition Committee after that body is struck.
Chris also reported that Erwin had developed draft schedules for most of the major categories of records including: faculty and administrative personnel, undergraduate and graduate students, finances and awards and financial aid. Erwin had consulted widely with the relevant offices and has incorporated the feedback into subsequent revisions of the schedules. It is our hope that the schedules will be ready for circulation to the Committee members in the second half of October for preliminary discussion at the next meeting.
Tony reported that the FOI legislation affecting second tier bodies (including the universities) would likely come into effect in late October or early November. He and Bertie McClean have held a number of training sessions on the substantive elements of the legislation and their implications for the University. They have scheduled one more major meeting for October 19th which will deal with the procedural requirements of the legislation for University personnel.
Bill Bruneau discussed briefly his agenda for developing a systematic approach for coordinating research involving the history of the University of British Columbia. He distributed a revised description of the project (see attached). As the meeting time was almost exhausted, it was decided to give this important issue further consideration at the Committee's next meeting. It is Bill's desire that the Committee lend its formal endorsement to the project.
Chris suggested that although a number of the objectives originally established for the Committee had been achieved there were still some important issues to be addressed. The major focus for the Committee over the next four to six months will be the review of records schedules as they are developed.
The Committee should also address the urgent need for proper records storage facilities for records no longer required in the office of creation but cannot yet be destroyed. It is important that dedicated space for records storage be provided to help ensure the orderly disposition of material and that seldom-consulted records are not wasting valuable office space. Very rough estimates suggest that there are currently between 12,000 and 15,000 linear feet of records in over 200 offices on campus which could be transferred to a central storage facility. This Committee represents the only body which can speak on behalf of the entire University community in the area of properly managing the physical records of the institution. Therefore, the Committee should begin to articulate the need for proper records storage facilities as part of an effective records management program and help move this item onto the agenda of the University as it plans and develops new facilities.
November 10th - Librarian's Office, 9:00 - 10:30
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