MINUTES - RECORDS MANAGEMENT COMMITTEE
Meeting – June 21, 2000
Introductions:
Patrick Collins was introduced as the new Director of Information Management at UCOP. Also Charlotte Brown of UCLA is the new archivist representative to the Committee, although she was unable to attend this meeting.
Information Items:
Records Management Committee Website
The Committee web site for Records Management is up and running. Please give Connie Williams any feedback or suggestions concerning this site. The URL is:
http://www.ucop.edu/irc/recman
"Recman" Listserv
At least one request has been received from a non-Committee member wishing to join our listserv. The consensus of meeting attendees was that post/receive privileges should be restricted to Committee members. There were differing opinions on read-only access to posts, which at this point are publicly available by means of the archive of listservs at UCOP. For the time being, any requests to join will be answered with a note informing the requester that this listserv is for a "working group" only. There may, however, be a Public Records right of access to listservs, especially archived listservs, and advice from Counsel may be needed if someone demands access after being denied.
Y2K Compliance Records
An action item from the last meeting regarding how long to keep Y2K remediation records is still outstanding. Connie Williams will follow up with the Office of the Senior VP--Business & Finance. The goal is to have that office issue a follow-up to its March 1999 communication directing University offices to keep records of the remediation efforts that specify an end date for retention of these records.
Electronic Signatures
There was brief discussion of the recently- enacted Federal "e-sign" legislation, which will have many implications for records management. This will be a topic at future meetings of the Committee.
Electronic Records Workshop:
The Electronic Records Workshop will be held at UCLA on July 6th and 7th from 8:00 am until 5:00 PM. Anne Gilliland-Swetland, an Assistant Professor at UCLA, will be leading this workshop. There are still some openings available. Any handouts distributed at the workshop will be available at the next Records Management meeting, and there will be discussion of issues raised that are relevant to the Committee’s work, but a detailed report on the 2-day session will not be feasible.
Records Management Policies:
RMP-2
The Committee reviewed the June 15th Draft #3 of RMP-2. Comments will be incorporated into the next draft of the document and posted on the Committee web site.
Specific discussion concerning the definition of "retention" and "disposition" from the question on page 2 generated the attached diagram of the Records Life Cycle. When finalized, the diagram will be incorporated into RMP-2.
RMP-1
Discussion of RMP-1 was deferred to the end of the meeting, but time did not permit further dialogue.
Records Disposition Schedules:
Penny White and Connie Williams described the process they propose to follow in converting the current Manual to the Oregon University System model. The project will consist of three phases and is expected to take several years: a step-by-step plan and a timeline were distributed to attendees. Dayoan Rivera will help with the mapping of Phase I. Segments of the retention schedule will be published as completed.
Next Meeting:
Schedule
The meeting will be scheduled for October.
Deferred Agenda Items
Summary of Electronic Records Workshop
Review of Draft RMP-1
Finish review of Draft RMP-2
RMP series review
Parking Lot Issues
Communications Policy/E-Mail Policy (per Rebecca Beatty’s request)
Definitions of Records
General counsel opinion of listserv access requests
Public Key Infrastructure
Check IS-3 to see if back-up tapes are non-records