Presentation to CIMS Advisor Board on MAS Program
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Presentation

Outline

Points to Cover

  • Program Overview
  • Student Preparation
  • Market and Business Case
  • Going Forward
    • Undergraduate Program
    • Graduate Certificates

Program Overview

  • Traditional Theory and Practice Meet Electronic Records
  • Discuss how we ground our program in traditional archival and records management practice but connect those ideas to modern digital records.

From Pages to Petabytes**

  • 36 credit hours
    • Similar to other programs and designed for those who work and are career focused
  • Exclusively online
    • Courses are real time and ascyn
    • Explain how this helps the students learn
  • Pedagogy focuses on Practical Experiences
    • Case Studies and hands on activities
    • Working students are encouraged to use their organizations for class assignments

Student Preparation

Mention RM and Archival careers

  • Thinking systematically, holistically about the archival enterprise
    • Practical Education and assignments that focus on practice
    • Connection to Academy of Certified archivist exam
    • emphasis on digital prepares students for new challenges with records.
  • Strategic planning and actively implementing tactics to goals
    • Emphasis on planning and assessment of the archival endeavor
  • Use of professional judgment in the practical application of theory and principles.
    • Critical thinking
    • Acknowledge that theory doesn’t always work in reality and learning how to deal with reality

Fields

  • Business
    • ARChives and RM (Sun Trust and Chick-a-fila)
  • Cultural Memory Institutions
    • Troup County, Emory, Kennesaw
  • Governmental Agencies and Organizations

Job Market

  • 7% growing for archivist
  • 8% growth for records managers

Business and MAS

Archives and Records Management help organizations demonstrate their company values and commitments to their customers, share holder, and other publics.

  • Talk about what organizations attempt to do. Use sustainability as an example of how businesses can use RM and archives
  • Intellectual property management

Business Need and Case

Growing need for information professionals who understand the creation, use and disposition of electronic records.

  • Information professional understand records, their creation and how to manage them efficiently and effectively
  • Understand the value of records and how that value helps the organizations they work with

Going Forward

  • Undergraduate Programs
    • Archives and Records Management Minors (jobs case for RM)
  • Graduate Certificates (Attract students who don’t want or need a full Master degree)
    • Records Management
    • Digital Archives

Notes

CIMS Board Meeting Prep Notes

ARST 5170 Week 13 Digital Humanities
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Objectives

  • Describe the field of digital humanities and its relationship with archives
  • Describe the use of science resources and archives

Readings

  • Patrik Svensson, “The Landscape of Digital Humanities,” Digital Humanities Quarterly 4:1 (2010) http://www.digitalhumanities.org/dhq/vol/4/1/000080/000080.html.
  • Miriam Posner, “What Are Some Challenges to Doing DH in the Library?,” http://miriamposner.com/blog/?p=1274.
  • Kate Theimer, “Archives in Context and as Context,” Journal of Digital Humanities 1:2 (Spring 2012) http://journalofdigitalhumanities.org/1-2/archives-in-context-and-as-context-by-kate-theimer/
  • Tracey P. Lauriault et. al., “Today’s Data are Part of Tomorrow’s Research: Archival Issues in the Sciences,” Archivaria 64 (Fall 2007): 123-179. http://journals.sfu.ca/archivar/index.php/archivaria/issue/view/446/showToc.
  • Barbara Losoff, Caroline Sinkinson, and Elizabeth Newsom, “Special Collections Instruction in the Sciences: A Collaborative Model” in Past or Portal? Enhancing Undergraduate Learning through Special Collections and Archives by Eleanor Mitchell, Peggy Seiden, and Suzy Taroba eds. (Chicago: Association of College & Research Libraries, 2012): 137-141.

Outline

Digital Humanities Defined

  • Explain definition, which is a modified version of from google. 1.
  • It’s as much about tools for research as is it is about presentation of research.
  • Ask about what the different needs for researchers would be for a digital only project?

The Landscape of Digital Humanities

  • Array of convergent practices
    • Print isn’t the end for research
      • Discuss methods for dissemination that could be possible. (Slave public history youtube)
    • Digital media has changed the way information is shared and consumed
      • How is info consumed now?
    • Tech can be studied as an object of research
      • what might be some ways to view tech as an object.

Tech as an Object of Research

“The digital may not have to be the main focus itself, but rather phenomena, cultural artifacts and processes that are digitally inflected”

  • what does the tech object mean for the researcher?
  • How can archives handle researching technical experiences?

As tool:

  • Some instrumental uses of digital technology in humanities contexts introduce an exploratory methodology, where the researcher or student is encouraged to explore materials, datasets or issues in an experimental fashion.
  • Dynamic visualization can offer a window to large data sets and possibilities to visualize or enact complex objects of analysis.
  • Interactive tools can help the researcher to get an intuitive sense of objects of analysis and the model, and allow fast what-if analyses.
  • On a more profound level, researcher interaction can change the models themselves, or their parameters, data and relations to allow the study of hypothetical correlations or comparison of outcomes from different models applied on the same object or situations.

Note: Get example tools for next class

Roles

What is the role of an academic libraries/Digital Humanities Centers?

  • Builds digital collections as scholarly or teaching resources,
  • Creates tools for authoring, building digital collections, analyzing collections, data or research processes, managing the research process,
  • Uses digital collections and analytical tools to generate new intellectual products,
  • Offers digital humanities training,
  • Offers lectures, programs, conferences or seminars on digital humanities topics,
  • Has its own academic appointments and staffing,
  • Provides collegial support for and collaboration with members of other academic departments at the home institution,
  • Provides collegial support for and collaboration with members of other academic departments, organizations or projects outside the home institution,
  • Conducts research in humanities and humanities computing (digital scholarship),
  • Creates a zone of experimentation and innovation for humanists,
  • Serves as an information portal for a particular humanities discipline,
  • Serves as a repository for humanities-based digital collections, and
  • Provides technology solutions to humanities departments

What’s the role of the archives outside of the archives?

  • greater access and dissemination
  • Posner:
    • DH was being done in the library (and in the archive) well before it made its way into academic departments
    • Many DH projects don’t meet any particular demonstrated need — they’re done to find an interesting answer to an interesting question

Archives in Context and As Context

  • “What concerns me“ is that in the broadening of “archives” to extend to any digital collection of surrogates there is the potential for a loss of understanding and appreciation of the historical context that archives preserve in their collections, and the unique role that archives play as custodians of materials in this context
  • What defines the work of an archivist, and so “an archives” in the mind of an archivist, is what materials are selected and how they are managed, provenance, and value
    • What is an archives for a digital humanities person?

Examples of Digital Humanities Projects

  • ATL Maps GSU https://atlmaps.com/
  • Stanford University Republic of Letters http://republicofletters.stanford.edu/, http://www.youtube.com/watch?v=nw0oS-AOIPE
  • Use google to find more in class

Scientific Data

  • Data Portals etc
    • Much but not all of the data derived from portals are raw in nature and require the user to interpret, analyze, and/or manipulate them. The reasons for their creation are one-stop shopping, distributed responsibility over data sets, discoverability, and reduction in cost, since data are stored once and used many times
  • Preservation issues and access issues
    • The problem of preserving authentic and reliable digital data and records for the near and longer terms is not unique to the sciences.
    • It faces everyone who now or in the future will require research data, legal documents, and administrative records to conduct their business, because more and more material is being created only in a digital form and will be communicated, stored, and accessed only in digital systems
  • Metadata are essential for the dissemination of scientific data
    • Archiving of scientific and geomatics data is technologically complex; however, the greatest obstacles are not technology, techniques, or know-how. The greatest obstacles are the lack of institutional will and the financial resources needed to implement what is already known, and to finance research on unresolved issues
  • Scientists need metadata to make fit-for-use decisions and, within metadata, they need respect for specific data quality parameters that relate to accuracy, reliability, and authenticity
    • https://www.icpsr.umich.edu/icpsrweb/landing.jsp
    • http://www.nature.com/sdata/data-policies/repositories

RIM 101 Workshops
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Records Retention Scheduling - The Good, The Bad, and the Ugly

Ron Shaddix

Objective

  • understand basic parts of retention scheduling (Workable, creditable, and successful retention schedule)
    • Policy
    • Culture
    • Regs
    • Ideas
    • Style
    • Concepts

What is a Retention Schedule

  • policy that identifies types of records created and maintained at the organization
  • Discusses how long records should be kept
  • Must be formally created and approved
  • Foundation of a RIM program

Generally Accepted Record Keeping Principles

  • ARMA Definition and Principles (gives standard of retention)

Anatomy of a Retention Schedule

  • Record type and Id number
  • Purpose of the Record
  • Brief description of the record
  • Event that starts the retention period
    • (CY Current Year, C closed, TER terminated, FY fiscal year, S superseded)
  • Time Period for disposition
  • Approval and revised date

How to Create

  • Two Approaches
    • Classic [Department based]
    • Functional (Functional analysis or big bucket)
  • Survey record
    • Identify hardcopy and electronic records
  • Talk to managers and office workers
  • Identify internal record keeping requirements
  • identify rules and regulations
  • Determine the value of records and put into retention time frames

Approval Process

  • physically talk to peoplee

Examples

Ugly Schedules

  • No policy
  • No direction
  • Generic titles and examples
  • Outdated

Bad Schedules

  • formatted in some way database or
  • not follow
  • not fully comprehensive

Good Retention schedule

  • Generated in a RRS software
  • Built in federal and state laws
  • formatted in a professional way

Vendors

  • Iron MT, etc
  • Quotes, trails, etc

Iron Mountain

James McCulloch

About Iron MT

  • 46 Countries
  • 1,400 record center (8.4 million stored in Atlanta)
  • Services
    • Vault Storage
    • Info Governance
    • Automated workflow
    • Auditing
    • Information management Services
    • Record Disposition
    • Data Management

Business Value from RIM

  • Space Maker
  • Program Accelerator (Consistency company-wide)
  • Vendor Consolidator
  • Records Reducer (Reduce legacy storage)
  • Unifier (Apply policy everywhere)
    • 35,000 laws governing records
    • 10 -15 % change each year
  • Digitizer (Remove Paper from workflow)

Communication

Lisa

What is Communication

  • Defined
    • Understanding audience and effectively communicating.

Analysis of communication

  • Boston Matrix (receptive audience)

Segment by receptiveness

  • Star (noobs but are curious and need support)
  • Problem Children (need prodding and pushing)
  • Cash Cow (Engaged, willing, need more info)
  • Dog (ignore message, but maybe influenced by situations)

Focus Your Attention

  • innovators or influences (advertisers, encourage others)
  • early adopter or sneezers (infecting others with program, sales person)
  • Late Majority/Biggest Results (want to do it, but don’t have time initially)
  • Laggards (require an influencer to pus them often)

Planning and Strategy

Where to start thinking from

  • Push Strategies (change thoughts and behaviors)
    • take product to customer
    • communicating the value propistion
    • Where do you want to be in X period? (end goals)
  • Create a good program of communication
    • Audience (tailor to audience)
    • Accomplishments and Goals of program
    • Timing
    • Observations

Messaging and Channels

  • Audiences
    • Why nots?
    • Think about who they are make messaging appropriate
  • Channels
    • Visual
    • Verbal
    • Written

Defining Succes

  • Metrics (affecting attitudes and behaviors)

Linda Muller

What is IST

  • 20 years, vendor at various events, and speaking
  • Products
    • Current state assessment
    • Consultancy
    • outsource RIM Services
    • RIM Technologies
    • Paper record tracking system and other software

Basics of Electronic Records

Joshua Kitchens

Risk Assessment and Migration

Debra Hock

What Kind of Risks

  • Many

Points

  • types
  • Policie

Risk Analysis = Risk Assessment

  • Where is risk

Risk Management

  • minimize, monitor and control risk

Threats and Vulnerabilities

  • People
    • warfare, terrorism
    • Vandalism by employees
    • Politics
    • Mitigation
      • background checks
      • Specific roles in Electronic systems (triggers)
      • Change passwords
      • Document Procedures and follows
  • Accidental Destruction
    • Types
      • Weather
      • earthquakes
      • fires
      • explosion/ hazdarous materials
      • volcanic eruptions
      • power plants
      • military bases proximity
      • laboratories
    • Mitigation
      • Geographical moves
      • Easy access
      • Location of emergency services
      • understand consequences
  • Carelessness/neglect
    • Types
      • handling of paper
      • Storage of electronic
      • mislabeled media
      • careless procedures
    • Mitigation
      • procedures on handling, labeling and exposure
  • Misfiled records
    • types
      • all formats
      • e-records moved to wrong places
      • data errors
      • file drawers
    • Mitigation
      • checks and balances
      • quality and control
      • Audit inventories
  • Stolen Information
    • Types
      • PII
      • HIPPA
      • Trade Secrets
      • Pricing/Marketing
    • mitigation
      • appropriate level of access
      • Proper security
  • Computer and Electronic records
    • Types
      • Aged equipment
      • software, viruses, etc
      • deletion, editing, etc
      • routing info incorrectly
      • Unauthorized Access
    • Mitigation
      • migration of legacy systems
      • work with IT
      • awareness of

Policies and Procedures

  • a good retention schedule
  • Storage procedures
  • program policy and procedures
  • Electronic policy and procedures (legal holds. Imaging of computers)

Training

Business Continuity Plan

  • Primary Contact
  • Alternate Contract
  • Define Purpose and scope
  • Assumptions
  • Objectives
  • Call Lists
  • Recovery Team
  • Recovery Requirements
Post Modernism and Archival Appraisal Seven Theses
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Citation

Harris, Verne. “Postmodernism and archival appraisal: Seven theses.” S. A. Archives Journal 40, (June 1998): 48. Academic Search Complete, EBSCOhost (accessed April 6, 2017).

Summary

Verne Harris describes seven basic theses for understanding archives and postmodernism. This is a basic overview of the how archives have been impacted by postmodern theory. This work provides a good introduction for students learning about appraisal theory.

Notes

Handwritten Notes Page

Post Modernism and Archival Appraisal - Seven Theses

Data Curation Notes
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Summary

After a conversation with a few colleagues, we discovered that there isn’t a really good text that deals with data wrangling and data curation. We are discussing and thinking about what sort of project to work in this field. We’ve considered the following

  • data curation textbook (open access)
  • colloquium on data wrangling with peer reviewed document created after the event

Notes

I have no notes that I’m ready to share at this point

Output

Currently, I’m investigating what sort of out put to generate for this project