Oliver B. HabichtProject Systems Analyst

oh10@cornell.edu

Adapted from Cheryl Stadel-Bevans

(Project Archivist), SAA Aug. ’99

ASU Presentation, 10/7/1999ASU Presentation, 10/7/1999

The Electronic Records Archive Project

at Cornell University:

A Look Back at the First Year

Project 2000 (P2K)Project 2000 (P2K)

Goals

• To replace obsolete administrative software systems

• To reengineer business processes

Project 2000 (P2K)Project 2000 (P2K)

Objectives

• To increase satisfaction of those who use Cornell's core information systems

• To enhance productivity, competence, and career satisfaction of administrative staff

• To reduce administrative costs and reinvest in academic priorities

Electronic Records ProjectElectronic Records Project

Goals

1. Survey current practices in two colleges

2. Determine the degree of replication between college and central records

3. Determine the relationship between college records and the new central computer system

4. Develop recommendations for incorporating the University's records retention schedule into the new administrative system (continued)

Electronic Records ProjectElectronic Records Project

Goals (continued)

5. Make recommendations to the University's central administration for records administration and archival retention of records and data in the new central system

6. Raise awareness about electronic records issues across campus

Cornell’s Private CollegesCornell’s Private Colleges

• College of Arts & Sciences

• College of Art, Architecture, & Planning

• College of Engineering• College of Medicine• Graduate School

• Graduate School of Management

• Graduate School of Law

• School of Hotel Administration

• Graduate School of Medical Sciences

Cornell’s State CollegesCornell’s State Colleges

• College of Agriculture & Life Sciences

• College of Human Ecology

• College of Industrial & Labor Relations

• College of Veterinary Medicine

Results of SurveyResults of Survey• 7 units with no archival electronic records• “Print to be safe” attitude• 9 categories of electronic records found

– calendars– directories– grants– newsletters– subject files

– email correspondence– faculty annual reports– faculty biography folders– webpages

Results of Survey (continued)Results of Survey (continued)

• Proliferation of back up files

• Technology and organizational change

• Currently little overlap between college records and central systems

University AdministratorsUniversity Administrators

Vice President of Human Resources Vice President for Financial Affairs and University

Controller Vice President of Student and Academic Services University Registrar University Counsel Director of Financial Planning and Institutional

Research Assistant Audit Director for Information Technologies

ConcernsConcerns

The security and integrity of the system as a whole and of the student component in particular

The inability to have changes made to the system itself once it is functional

Ownership and accountability

ProgressProgress

• Completed records survey

• Determined overlap between college records and current central systems

• Raised awareness across campus

• Working on remaining goals

• Building allies

Finis