presented by mitch toda and shawn johnstone archives and information management team, smithsonian...
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RECORDS SURVEY & SCHEDULE OF OPS ADMINISTRATIVE OFFICES
Presented byMitch Toda and Shawn JohnstoneArchives and Information Management Team, Smithsonian Institution ArchivesAugust 6, 2009
MISSION
The Smithsonian Institution Archives serves as the institutional memory of a unique American cultural resource. In order to ensure institutional accountability and enhance public appreciation of a great national treasure, we are committed to serving the Smithsonian community, scholars, and the general public by:
appraising, acquiring, and preserving the records of the institution and related documentary materials;
offering a range of reference, research, and records services;
and creating products and services which promote understanding of the Smithsonian and its history.
SI ARCHIVES – READING ROOM
HISTORY
Our origins go back to 1891, when William Jones Rhees, who had been Chief Clerk since 1852, was given the title Keeper of the Archives
Most recently Smithsonian Photographic Services and Smithsonian Photographic Initiative became a part of SIA and currently have a staff of 23
33,900 cubic feet of permanent records 3100 cubic feet of temporary records 95% of our collections on SIRIS 68% of our collections (2837) have online finding
aids
COLLECTIONS STORAGE – CAP GALLERY
SIA WEBSITE
ONLINE FINDING AID TO RECORDS
SMITHSONIAN DIRECTIVE 501
“All documents created or received by employees of SI in the course of official business are records of the Institution, and none may be disposed of except in accord [with guidelines] established by the Smithsonian Archives.”
SI ARCHIVES SERVICES
Provide assistance in identifying records to retain and records to discard
Create records disposition schedules Supply boxes and physically transfer
records Maintain, preserve, and provide access
to records Destroy records according to established
schedules
RECORDS DISPOSITION SCHEDULE
PURPOSE & BENEFITS
More effective management of records Reduced/eliminated level of record-
keeping redundancies Reduced costs of storage equipment
and supplies Elimination of unnecessary file storage Increased usable space
SURVEY PROCESS
Will have scheduled time slots for staff to sign up for
Meetings will involve discussions with staff about their work responsibilities and what records they create
Meetings should only take 15-20 minutes Follow up with individuals as needed Draft survey submitted to OPS for review
RECORDSAny official recorded information, regardless of medium or characteristics, created, received, and maintained by OPS. Records come in a variety of formats, including paper, electronic, photographic, or audiovisual formats.
APPRAISAL
Permanent Historical, enduring value Best documents your office’s activities
Temporary Records of short-term value Records for which you are not the Office of
Record Administrative, routine, housekeeping
functions
OPS UNITS RECORDS DISPOSITION SCHEDULE
COMING UP
Individual meetings to survey records will begin in September
Draft of Records Disposition Schedule submitted to OPS by the end of October
Changes/Corrections made to Schedule as needed
Schedule submitted to J. J. McLaughlin for signature and approval
Schedule posted online by beginning of December
QUESTIONS ?
CONTACT INFORMATION
Mitch Toda, Project Coordinator 202.633.5923; [email protected]
Shawn Johnstone 202.633.5912; [email protected]
SI Archives: www.siarchives.si.edu