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JISC Records Management Project for UWE. Pam Pearce Project Manager. Background. UWE has no records manager
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JISC Records Management Project for UWE Pam Pearce Project Manager
Background • UWE has no records manager • University Document Management and Retention Group (UDMRG) produced a records survey and records retention schedule for the areas of Finance, Student Administration and Support and the Examinations process, using the first Study of the Records Lifecycle (SRL) report • Same methodology used for JISC project
Aims • To produce institutional records retention schedules for Widening Participation (WP) and Governance, based on the revised SRL • To publish a report on the methodology used and issues raised by the project • To raise the profile of records management within the University
Methodology • Methodology evolved as work progressed on WP, also applied to Governance • Defined boundaries of WP • List of contacts • Meetings with key people • Others received interview pack by e-mail • Semi-structured interview about business processes followed up by interview notes and records survey
Methodology • Interviewees given guidance on records retention schedules • Records transferred from records survey to retention schedule using UDMRG model • Revised SRL retention recommendation included with citations where known • Retention schedule sent to Manager for recommendation
Main Findings • Institutions with a low records management profile may benefit from a concerted publicity campaign at the beginning of a project to engage future participants • If records management training for admin staff is timed to coincide with projects it may motivate staff and encourage participation • The informal interview about business processes is more suited to the short timescale that the paper-based approach
Main Findings • The generic headings used in the revised SRL are not appropriate for an initiative which is project-based and evolving (like WP) • Terms chosen for functions and activities in the tailored version of the model should be simple and commonly used within the institution • The web-based retention schedule in the revised SRL could be improved by quick links between numbered sections and a search facility for functions and activities and/or records series.