2012 Best Practices for Government Libraries

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Records Management for the Librarian: Part Two 245 BEST PRACTICES 2012 By Ellen Ensel, Knowledge Manager – Information Services, United States Institute of Peace, In which a Knowledge Manager rallies from information fatigue and channels her inner cataloger. More than half-way through my certification program, I was suffering information overload. Five courses over nine days at the National Archives and Records Administration (NARA), with Day 6, Knowledge Area 3: Records Scheduling and Knowledge Area 4: Records Schedule Implementation now completed. Fortunately, what could have been dry and mind-numbing modules and lessons was considerably enlivened by two sets of excellent instructors (they teach these two-day courses in teams and often trade-off) who were engaging, extremely knowledgeable, at times humorous, demonstrating passion for the field. These are exciting times for records management. Increased visibility and commitment from senior agency officials have come in direct response to the November 28, 2011 Presidential Memorandum [http://www.whitehouse.gov/thepress-office/2011/11/28/presidential-memorandum-managing-governmentrecords], as is a directive, expected any day now, to come jointly from NARA and the Office of Management and Budget (OMB) focused on improving records management across federal agencies. Records Scheduling and Implementation lie at the heart of records management, and the whole concept appealed to my inner cataloger/taxonomist. Scheduling records is to records officers what copy or original cataloging is to catalogers, and creating or managing a taxonomy is to knowledge managers. Although the words “cataloging” and “taxonomy” don’t appear in the course material , I say anyone who can deal with MARC, AACR2, collection development, and weeding, should be able to handle the intricacies of scheduling (classifying) records. It might be possible to be too detail-oriented, though, since one instructor gently suggested that I avoid “overthinking” records management activities. As information professionals, we share some of the same skill sets and some of the same problems. How do you manage electronic records (digital collections) when the media are constantly evolving? How do you engage leadership to support your efforts? What do you do when reaching out to staff to educate them in (a) accessing information resources, (b) developing and maintaining institutional knowledge, or (c) understanding their records management responsibilities? We’re all looking for ways to show that what we do is important and relevant to the mission of our respective organizations, so librarians might benefit from understanding the holistic approach records managers take to developing records schedules (see the list below). A good records management program requires planning, teamwork, education, leadership support, and starts with examining business processes and workflow.
246 BEST PRACTICES 2012 Business analysis—what does your department do? Records analysis—what kind of records do you create and what do you use them for? Risk analysis—what risks does your organization face if you don’t keep good records? Records inventory—what records do you have and where are they located? Records schedule—what’s the value of your records and what can you do with them? What’s the added value of the business and risk analyses? Even though I oversee both knowledge management and library services, it did not occur to me to use a KM /RM technique when evaluating library information resources and collections, but I see that it can provide valuable context and validation for our choices. Next up, managing risk in records management. Originally posted on the Government Info Pro by on August 23, 2012 | Permalink
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2012 Best Practices for Government Libraries

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