Records Center Management Chapter 4.2

Fundamentals of Records Center Management - Chapter 4.2

• Learning Objectives (Planning and Developing Records Centers): This section details additional steps beyond chapter 4.1, including: collecting records system info, deciding on a physical site, constructing/adapting a building, a pilot project for selected agencies, establishing a full records service, caring for diverse records formats, and determining costing plans.

Collecting Information About Records Systems

• Survey Purpose: The survey's aim is to understand the center's expected contents and calculate related service planning impacts. This needs to gather relevant information to form a well-planned records center.

• Capacity Considerations: Records centers typically reach full capacity quickly but shouldn't significantly expand thereafter. Records transferred in should balance out those transferred out, as dictated by disposal schedules.

• Survey Uses: Survey findings are used to: establish retirement policies for non-current records, gather info to create disposal schedules, determine the total volume of non-current records to be stored, calculate record creation rates by different agencies, estimate expected retrieval/reference activity, and estimate the optimal size and capacity of the record center.

• Survey Methods: Two types of surveys exist: those focused on best practices from existing centers and those aimed at potential customers. Methods for information collection include observations, interviews, questionnaires, and database searches of literature for guidelines, as well as site visits to existing records centers.

Deciding on a Physical Site For the Records Center

• Location Considerations: The location should align with the organization's overall development plan. Factors like cost, central location, security, and service provision are crucial. Branch or regional centers warrant the same careful consideration regarding the services to be provided locally.

Constructing or Adapting a Building for Use as a Records Center

• Essentials of a Model Center: Secure, clean, and spacious warehouse features are necessary. Cost-effective and easily managed racking or shelving systems are essential and should adhere to high local standards.

• High-Density Design: High ratios of shelving to floor space are a critical aspect of a cost-effective records center. The goal is to maximize space usage.

• Special Accommodations: While the majority of records can be stored in standard boxes/bundles, some materials (maps, plans, photos, audio-visual items, and electronic records) may require customized storage solutions and handling due to differing physical characteristics

• Layout Considerations: A typical layout involves a search room, office space, storage area, and work area.

Conducting a Pilot Project

• Importance: A pilot project is recommended before launching any new records systems. The pilot's goal is to evaluate system functionality and provide personnel experience.

• Agency Selection: Agencies should be chosen carefully for the pilot project. Non-current records from the selected agencies should be assessed, scheduled, and transferred to the records center. Retrieval processes are also to be tested. The project outcomes will then be evaluated to pinpoint and address potential shortcomings.

Establishing a Full Records Service

• Phased Implementation: Bring involved agencies into the record center system according to established priorities and a set schedule.

• Managerial Responsibilities: The records center manager is responsible for contacting agencies, coordinating arrangements, and the scheduling process.

• Continuous Evaluation: Regularly assess and evaluate records center services, including staffing, costs, physical facilities, service quality and efficiency to serve records center users effectively.

Caring for Records in Special Formats

• Standard Formats: The majority of the records maintained at the center will have a standard storage format (mostly paper-based). This allows records to be stored on shelves in standardized boxes and bundles.

• Specialized Needs: Some specialized physical formats (maps, plans, audio-visual materials, electronic records) demand special handling to ensure their stability and accessibility.

Determining a Plan for Costing Services

• Comprehensive Control: Costing protocols should thoroughly review all aspects of record management and storage operations.

• Costing Capabilities: All managerial personnel involved must have the competence to produce accurate and reliable cost estimations for the overall service and any of its major components.

• Resource Allocation: Procedures can be costed through estimating the percentage of overall resources allocated to records centre operational activities annually (e.g. salaries, rental, and equipment purchase or lease costs related to facilities). Additionally, chargeable services, as well as associated fees, must be considered when calculating the total costs.

• Fees for Services: Creator agencies using records center services may be charged for specific services provided, including record transfer, retrieval, reference consultation, and advice on records management.