u.s. department of the interior u.s. geological survey records management practices: doing right by...
DESCRIPTION
Context Science Records Our Thrust is Observational Aerial Satellite Principles Apply to all Science RecordsTRANSCRIPT
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U.S. Department of the InteriorU.S. Geological Survey
Records Management Practices:Doing Right by the Records
John FaundeenASPRSMay 1, 2008Portland, Oregon
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Agenda
Context Records Management Elements Take Away
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Context
Science Records Our Thrust is Observational
Aerial Satellite
Principles Apply to all Science Records
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October 1951
June 1994
Aerial
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Satellite
July 1973 May 1990
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Records Management
Lifecycle Creation, Use & Maintenance, Disposition Each Stage Must Have Documented Processes
Ongoing Process Constant Attention IT Partnership
Differing Roles
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Records Management Elements Appraisal Accession Arrangement Access (Description / Reference) Preservation Disposition
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Appraisaln. ~ 2. The process of determining the length of time records should be retained, based on legal requirements and on their current and potential usefulness.
Determine Lineage Written Agreements
Determine Quality Data / Metadata / Reference Materials
Documentation Critical Authenticity, Reliability, Integrity, Usability ISO 15489-1:2001(E)
Intellectual ControlSource: “A Glossary of Archival and Records Terminology,” Society of American Archivists 2004.
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Collections Appraised (Sample)
Apollo Dispose Shuttle Hand-Held Dispose Gemini Retain AVHRR Retain Landsat RBV (film) Retain Large Format Camera Retain Shuttle Imaging Radar-A Dispose Shuttle Imaging Radar-C Retain
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Accessionv. ~ 2. To take legal and physical custody of a group of records or other materials and to formally document their receipt. – 3. To document the transfer of records or materials in a register, database, or other log of the repositoryʹs holdings.
Communicate Before & After Transfer Documents Processing Staff
Document Provenance Change Intellectual Control
Source: “A Glossary of Archival and Records Terminology,” Society of American Archivists 2004.
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Arrangementn. ~ 1. The process of organizing materials with respect to their provenance and original order, to protect their context and to achieve physical or intellectual control over the materials.
Keep Collections Together Usually Easier to Manage & Locate (Discovery)
Arrange in Priority Order Emergency
Physical Control
Source: “A Glossary of Archival and Records Terminology,” Society of American Archivists 2004.
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Access (Description / Reference)n. ~ 1. The ability to locate relevant information through the use of catalogs, indexes, finding aids, or other tools. – 2. The permission to locate and retrieve information for use (consultation or reference) within legally established restrictions of privacy, confidentiality, and security clearance.
Invest in Metadata Require Complete Metadata in Contracts
Leverage Internal & External Systems
Aids Discovery Actions Intellectual Control Aid / Context
Source: “A Glossary of Archival and Records Terminology,” Society of American Archivists 2004.
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Preservationn. ~ 1. The process of protecting materials from deterioration or damage; the non-invasive treatment of fragile documents. - 3. LAW · An order issued by a court designed to prevent the spoliation of materials potentially relevant to litigation and subject to discovery.
Federal Records Act Access is Mute! 3-Copy Strategy Migrate Every 3-5 Years
Metadata Security Procedures Usability Physical Control
Source: “A Glossary of Archival and Records Terminology,” Society of American Archivists 2004.
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Preservation
13 Semis of 1 Copy
< 1 SUV for 2 Copies
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Dispositionn. ~ 1. Materialsʹ final destruction or transfer to an archives as determined by their appraisal.
Transferring Document
What, When, Where Why & Who Useful
Plan for … $ Retention Schedule (legal document) Physical Control
Source: “A Glossary of Archival and Records Terminology,” Society of American Archivists 2004.
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Take Away
Observational Records Have Lifecycles Rarely Destroyed Transfers Likely
Applying Records Management Document What Occurred Discovery Context Provenance Intellectual & Physical Control