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[image of McGill University Logo] [image of University of Toronto Logo]

Record Keeping and the Web

Johanne Pelletier
McGill University

ECURE October 12, 2002
Garron Wells
University of Toronto


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Session Objectives

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University of Toronto

  • University of Toronto, ,est. 1827
    • Largest university in Canada
    • 60,000 students
    • 10,000 employees
  • University Archives
    • Archives & Records
    • University Library (RBSC)
[photo of University of Toronto Library]

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McGill University

  • McGill University
    • Universitas 21
    • est. 1821
    • 35,000 students
    • 8,000 employees
  • University Archives
    • Archives & Records
    • University Secretariat
[photo of McGill University Secretariat]

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Why the Web?

[image of http addresses on a monitor]

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University Web Activity

  • Communications
    • banner or brand
    • client services
      • recruitment
      • student services & alumni

  • Teaching/Outreach
    • Teaching & Learning
    • Research

  • Administrative Functions
  • “New” University record:
    • Static sites
      • Calendars
      • Administrative functions

    • Interactive functions
      • Admissions
      • Teaching
      • Access to Administrative data/Intranet applications
        • HR
        • Finance
        • Student Records

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Policy Gap?

[cartoon of an umbrella]

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Site Development Issues = Implications for Preservation

  • Content control & accuracy
  • Branding
  • “official” sites
  • Compliance on “look and feel”
  • Preservation formats & strategies
  • Access and privacy
  • Links/consistency
  • Relative url addresses
  • XHTML use for all sites
  • Minimize software dependence - use neutral formats
  • Avoid use of proprietary search engines

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Policy Infrastructure & Risks

  • RM & Preservation Strategy

  • Web Policy

  • IT Policy
    • Administrative
    • Research
    • Teaching & Learning
  • ? Content control
    • data, records, information accuracy
    • Ownership & management

  • ? Uneven content across the university

  • ? Accountability
    • Risk loss of records
    • Risk release of corporate information

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Accountability and Records

[image of Accountability and Records Diagram]

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Literature - Key Issues

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McClure/Sprehe

Features of McClure and Sprehe study:

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IMF

IMF Features:

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NAA

NAA Features:

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NAA

[image of Level of Risk Diagram]

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Current Responses

[cartoon of a man running with fire]

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Responses

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Snapshot (Dollar Consulting)

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[screenshot of University of Toronto Website]

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U. of T. Strategy

Strategies:

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U. of T. Strategy

[image of website elements]

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[screenshot of University of Toronto Faculty of Arts & Science website]

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Faculty of Arts and Science

Factors

Public Visibility
  • All pages viewable by general public and U. of T. community
  • Little adverse criticism about content
Risk level



High


Low
Recordkeeping Response

  • Continue to monitor reactions to content

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[screenshot of University of Toronto Current Students of Arts & Science website]

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Faculty of Arts and Science

Factors

Purpose
  • Disseminating (publishing) and sharing information
  • Soliciting responses and feedback (via email)
  • Provide some online services (POSt)
Risk level



Moderate—High
Recordkeeping Response

  • Level of risk increases if records and publications are only disseminated on web
  • Ensure close integration with office’s record keeping system

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Local Site Repository

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Local Site Repository (Cont’d)

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Historical Log

Is an offical record and is subject to a retention schedule

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[image of University of Toronto Student Records Website]

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Faculty of Arts and Science

Factor

Complexity
  • Predominately static documents
  • PDF forms
  • Document-cuntred (low interactivity) POSt
  • Access to ROSI
Risk Level


Low - Moderate


Low - Moderate
Recordkeeping Response

  • Increase in dynamic and interactive documents will increase level of risk
  • Assess adequency of record keeping system and integrate web records

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[image of University of Toronto Registration Handbook & Timetable webpage]

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Faculty of Arts and Science

Factor

Frequency & Regularity of Change
  • Irregular (i.e. as required)
  • Infrequent (i.e. longer than 3 months between changes
Risk Level




Low - Moderate
Recordkeeping Response

  • Historical log
  • Records retention and disposition
  • Local site repository
  • Transfer to UTARMS

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Conclusion - U of T

University Archives role:

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[image of McGill University Logo]

[image of McGill University Logo]

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[image of McGill University Archives Webpage]

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Strategic Approach - RM/Archives

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Record Keeping “Culture”

  • Decentralized IT

  • WEB: Uneven content across the university
[image of a man cutting fire with scissors]
  • RM Program

  • Emerging web policy Infrastructure

  • Emerging vision for IT development

  • Record “aware” community

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Cues - Key Factors

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Ideally...

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Operational Considerations

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Comprehensive Strategy

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IT Policy & Web? [image of a cloud with the title, RM/DM, inscribed on it]

[diagram of Administrative computing, research computing, and teaching & learning computing
		all pointing to the web]

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Policy “Agenda” - Key Areas

  • Technical infrastructure


  • Content


  • Management
[photo of Two Computers linked together]

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Policy Issues - Beyond “Look and Feel”

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Policy Issues - Beyond “Look and Feel”

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Policy Issues - Beyond “Look and Feel”

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Next: Administrative Computing

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Recommendations

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Recommendations

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Recommendations

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Session Objective

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Session Objectives - Summary

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Session Objectives - Summary

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Session Objectives - Summary

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Bibliography

Educause (www.educause.edu/policy/policy.html)
IM Forum Internet and Intranet Working Group.
Managing internet and intranet information for long term access and accountability - implementation guide. Sept. 24, 1999
http://www.imforumgi.gc.ca/consult/inter-intra/implement2_e.pdf

McClure, Charles and J. Timothy Sprehe.
Analysis and development of model quality guidelines for electronic records management on state and federal websites. January, 1998.
http://istweb.syr.edu/~mcclure/nhprc/nhprc_title.html

National Archives of Australia.
Archiving web resources - policy (revised January, 2001)
www.naa.gov.au/recordkeeping/er/web_records/policy
Archiving web resources - guidelines (March 2001)
www.naa.gov.au/recordkeeping/er/web_records/guide

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Bibliography

McGill and University of Toronto sites:

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Questions?

Johanne Pelletier

Johanne.Pelletier@mcgill.ca
Garron Wells

Garron.Wells@utoronto.ca

[image of a team working hard on a project]

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