Author Archives: bethcron

Records Management Bibliography

During our annual meeting at Archives*Records 2016, the Records Management Roundtable Steering Committee debuted the new Records Management Bibliography. The reenvisioned bibliography is now in Zotero and is available for all to use and collaborate. Zotero is a free, open-source research tool that helps users collect, organize, and analyze resources and share them in a variety of ways. Zotero provides the ability to store author, title, and publication fields and to export that information as formatted references. Zotero also provide the ability to organize, tag, and search resources.

The Records Management Bibliography in Zotero builds upon the bibliography the RMRT published in 2012. By sharing the bibliography in Zotero, anyone can join the group to contribute to the resource list. It is no longer a static document.

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It is really easy to add resources to Zotero as you are searching the web. After you install the browser extension, Zotero can sense when you are viewing a book, article, or website and then save the reference information for that item. The Zotero Mini-Guide is an excellent resource for an introduction to Zotero and the basics of adding resources.

To contribute to the bibliography, you must first create a Zotero account. Then you can request access to join the SAA RMRT Group.

The bibliography is in a Group Library in Zotero and currently has 24 categories and over 300 resources. We hope to add, with your help, even more resources. The RMRT Steering Committee will create a process to regularly review resources to ensure they are up-to-date and will add new resources as they become available.

Please contact Beth Cron (bethany.cron@nara.gov) if you are interested in adding resources! We are looking for volunteers to review publications, such as American Archivist and Information Management magazine, to find resources to add to the bibliography.

 

Liaison Management Lessons

Today’s post comes from RMRT member Holly Dolan, MLS. She is Assistant Manager of Electronic Records at Denton County Records Management in Denton, TX.

As a rookie in field of records management I’ve quickly learned that the work we do is as much about people and their behavior as it is about records. Spanning 58 local government departments, the Records Liaison Officer program in Denton County is meant to provide clear channels for communication, training, and collaboration. Yet, nothing is ever as easy as it seems.

Right now, our goal is to reach a point where our liaisons understand and feel comfortable with their roles. However, I believe that eventually we’ll achieve even more than that—a network of knowledgeable and enthusiastic records liaisons. In the meantime, I’m approaching my job with creativity and a healthy sense of humor.

If you’re also working with liaisons, here’s some advice from the work I’ve done so far:

Make your expectations for liaisons clear. People may get confused if they are appointed to a position or get an ambiguous line on their performance agreement without any clear-cut information about what is expected of them. I’ve worked through this by creatively summarizing information. As a local government, we have an official resolution that spells out records liaison expectations–this might be something like a policy/procedure document or an operational plan if you work in academia or the private sector. I took this lengthy resolution and made it in to a colorful, easy-to-read infographic that spells out these expectations but only takes a couple of minutes to read. The infographic cites the official resolution so that liaisons know where to find the complete document.

Liaison Infographic

Be a face, not just an e-mail. I’m making a point to go out and meet each one of our liaison officers individually. Is it difficult to get meetings with 58 people? Yes. Is it worth it to form trusting work-relationships with people? Yes. After an in-person meeting, my liaisons seem to understand that my goal is to make everyone’s jobs easier, so they’re more open to asking questions. I also receive invaluable information about the workflows of these departments that help me when designing training.

Think about scale and relevance when designing training. Remember that training materials for a department of 3 people may be very different than training materials for a department of 50. Try to learn as much as you can about the functions and needs of your liaisons’ offices before sending them training materials. Some liaisons can learn all the information they need from a handout. Others will probably need webinars, in-person trainings, or even several weeks of hands-on consultation to achieve records management goals. Try to cater to the needs of the department.

Don’t take anything personally. Even though you’re not trying to “shake things up,” implementing records liaisons is a change and people may resist you. You’ll be met with a few strained-but-polite smiles, ignored e-mails, or brusque responses. Keep smiling. Keep giving people information and responding with compassion.

RMRT at SAA in Atlanta

ARCHIVES*RECORDS 2016 is quickly approaching! The CoSA/SAA Joint Annual Meeting in Atlanta will be the first week of August. Now is the time that many of you are planning your time in Atlanta. Please add the Records Management Roundtable and Local Government Records Roundtable meeting to your schedules. The RMRT will be holding a joint meeting with the Local Government Records Roundtable in Salon D.

The RMRT and the LGRRT will meet Friday, August 5, 7:30 am – 9:00 am. Here is our agenda:

  • Meg Phillips will introduce Laurence Brewer, Chief Records Officer for the US Government
  • Michael Strom, State Archivist for Wyoming, who will provide an update on Council of State Archivists’ State Electronic Records Initiative (SERI) and the PERTTS (Program for Electronic Records, Training, Tools and Standards) Portal as it relates to records management
  • Jackie Esposito, Penn State University, will provide an update on her survey concerning the organizational placement and functions of college and university records management programs
  • RMRT business update
  • LGRRT business update
  • Michelle Bradley presentation on life of the Records Manager
Additionally, the RMRT created an online schedule on Sched.org: https://archives2016.sched.org/recordsmanagementroundtable. Check out the list to see events related to records management and easily add them to your schedule.

Thank you and hope everyone has a great meeting in Atlanta!

Watch Wednesday Hangout on ePADD for Email Archives

Please join the Society of American Archivists’ Records Management Roundtable (RMRT) for the next installment of RMRT’s Virtual Hangout series, airing Wednesday, May 4 at 10:00AM PDT (1:00PM EDT).

Join the project team from ePADD as they talk about their open source and freely downloadable software that harnesses machine learning, including natural language processing and named entity recognition, to support the appraisal, processing, discovery, and delivery of email archives.

As always, we’ll be accepting questions for our speakers from you. If you have a question or topic for discussion please leave it as a comment on this post or use the #saarmrt hashtag on Twitter. 

Watch the ePADD for Email Archives broadcast live here. We’ll also update the blog with links to the archived YouTube video.

Save the dates for two upcoming RMRT events!

The Records Management Roundtable (RMRT) is pleased to share with you two upcoming events.

Save the date for the next installment of RMRT’s Virtual Hangout series, airing Wednesday, May 4 at 10:00AM PDT (1:00PM EDT).

Join the project team from ePADD as they talk about their open source and freely downloadable software that harnesses machine learning, including natural language processing and named entity recognition, to support the appraisal, processing, discovery, and delivery of email archives.

Watch the ePADD for Email Archives broadcast live here. We’ll also update the blog with links to the archived YouTube video.

The RMRT Steering Committee is also hosting a webinar with the Sacramento State and San Jose State University SAA student chapters. Eira Tansey, Digital Archivist/Records Manager at the University of Cincinnati, will be talking about support and careers in records management. Eira is also the Student Committee coordinator for the RMRT Steering Committee.

Join the live discussion Sunday, May 1 at 4:00 PM PDT (7:00 PM EDT): https://goo.gl/udrNoe

Listen to the recording: https://goo.gl/yX2CTa

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Hope you will be able to tune in!

Watch the Hangout on Email and Predictive Coding

On Thursday, March 3, the Records Management Roundtable (RMRT) held a Virtual Hangout on processing Capstone email using predictive coding.

Joanne Kaczmarek and Brent West of the Records and Information Management Services at the University of Illinois provided an update on their work on processing and making email available. At University of Illinois, they are using predictive coding used by the legal community to identify and prioritize sensitive content for review and redaction while generating descriptive metadata of themes and trends.

Here are a few of the resources and tools mentioned during the Hangout:

Thank you to all those who attended live and asked questions! If you didn’t have a chance to attend, you can view the YouTube video here.

View past Hangouts here.

Tomorrow: Hangout on Processing Capstone Email Using Predictive Coding

Please join the Society of American Archivists’ Records Management Roundtable (RMRT) for the next installment of RMRT’s Virtual Hangout series, airing Thursday, March 3 at 12:00PM EDT (9:00AM PDT).

 

As always, we’ll be accepting questions for our speakers from you. If you have a question or topic for discussion please leave it as a comment on this post or use the #saarmrt hashtag on Twitter. 

Watch the Processing Capstone Email broadcast live here. We’ll also update The Schedule with links to the archived YouTube video.

See the announcement post here.