Posts tagged: records management

Countway Archivists Author Research Data Management Curriculum

By , June 10, 2014

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Emily R. Novak Gustainis and Darla White  are members of New England Collaborative Research Data Curriculum (NECDMC) project, led by the Lamar Soutter Library at the University of Massachusetts Medical School in partnership with several libraries in the New England region. The two Center for the History of Medicine staff members have recently authored two sections of Module 7: Repositories, Archiving and Data Preservation. Each of the curriculum’s seven online instructional modules aligns with the National Science Foundation’s data management plan recommendations and addresses universal data management challenges, while including a collection of actual research cases which provide discipline specific context to the content of the instructional modules.

Part B: Retention, Records Management, Archiving and Preservation, authored by White, and Part C: Long-Term Data Management, authored by Gustainis, were generated with staff from  the University of Connecticut (Part A: Repositories) and Brown University (Introduction), and focus on the long term stewardship and archiving of research data and supporting documentation. Module 7 is the final component of a comprehensive research data management curriculum for researchers, data curators and managers, librarians, and archivists hosted by the Lamar Soutter Library. The seven modules can be taught as a unit, or individually, and are already being used by several educational institutions nation-wide. Built upon the Frameworks of a Data Management Curriculum developed by the Lamar Soutter Library and the George C. Gordon Library at Worcester Polytechnic Institute, the NECDMC is designed to address present and future researchers’ data management learning needs. The curriculum is freely available at:  http://library.umassmed.edu/necdmc/index.

 

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Summer 2012 Workshops in Records Management

By , May 7, 2012

Members of the HMS/HSDM community are invited to join us this summer for a series of free, one-hour Records Management Workshops, hosted at the Center for the History of Medicine:

Managing Records in all Formats

Is your department’s shared network drive a black hole of mystery files? Are there hundreds of unsorted emails languishing in your inbox? Learn how Archives and Records Management can help you create a single, organized file guide that can be used to manage your department’s electronic and paper records (including email), which will improve the efficiency of your office.

  • Tuesday, May 22nd at noon
  • Tuesday, June 26th at noon
  • Tuesday, July 17th at noon

Store It! Using the Harvard Depository

Do you wonder how long you need to keep office records before you can throw them out? Run out of room for files in your office that you want to keep? Store records at the Harvard Depository! The Harvard Depository records center is the perfect place for your office, department, or lab to store records that you need to keep but don’t use every day. Become skilled at using the Depository, learn how to set up an account, and review step-by-step instructions for packing records and completing transfer paperwork. We will also discuss how to use Harvard’s General Records Schedule and University policies to make informed decisions about your records.

  • Monday, May 21st at noon
  • Monday, June 25th at noon
  • Monday, July 16th at noon

Workshops are about an hour long. Attendance is free and open to all members of the HMS/HSDM community. No registration required. All workshops take place at the Center for the History of Medicine Conference Room, Countway L2. For more information or to arrange for in-department seminars, contact the  Archives and Records Management program at 432-6193 or arm@hms.harvard.edu, or visit our website.

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Records Management 2011 Summer Trainings Announced!

By , May 16, 2011

Striving for a Paperless Office?

Interested in greening your office, going paperless, or undertaking a scanning project? Electronic Records Management is an important tool in helping to reduce the volume of paper in your office and providing better access to your files. Learn how Archives and Records Management can help you manage your email and electronic records efficiently and effectively, evaluate a scanning project, and become familiar with Harvard’s Records Management policies.

Monday, May 23rd at noon
Monday, June 20th at noon
Monday, July 25th at noon
Center for the History of Medicine Conference Room, Countway L2

Still have paper and need someplace to put it? Join us for our second training…


Store It! Using the Harvard Depository

Do you wonder how long you need to keep office records before you can throw them out? Run out of room for files in your office that you want to keep? Store records at the Harvard Depository! The Harvard Depository records center is the perfect place for your office, department, or lab to store records that you need to keep but don’t use every day. Become skilled at using the Depository, learn how to set up an account, and review step-by-step instructions for packing records and completing transfer paperwork. We will also discuss how to use Harvard’s General Records Schedule and University policies to make informed decisions about your records.

Tuesday, May 24th  at noon
Tuesday, June 21st at noon
Tuesday, July 26th at noon
Center for the History of Medicine Conference Room, Countway L2

Brown-bag sessions are about an hour long. Attendance is free and open to all members of the HMS/HSDM community. No registration required. For more information or to arrange for in-department seminars, visit www.countway.harvard.edu/arm, call the Archives and Records Management program at 432-6193 or email arm@hms.harvard.edu

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Email Tips You Can Use Right Now!

By , May 16, 2011

Skip Kendall from Harvard University's Records Management Services joins Heather Mumford and Darla White of Records Management at Harvard Medical School for an Email Management training at Fenway Park.

Records Management staff recently attended an ARMA workshop on Managing Email. The half day session was hosted at Fenway Park and Records Management staff from across Harvard University were in attendance, picking up useful tips that can be implemented right away.

Why manage email? Everyday we all receive dozens of email messages that are little related to the work we are doing. Managing your email effectively can lead to greater productivity, ease in finding that one important email you need, and improvements in workplace efficiency. This is something worth getting excited about!

Some of our favorite best practices included:

  • Using effective subject lines. Did you know that spam filters may omit messages with blank or  “misc.” subject lines?  Be sure to use a subject line that reflects what you are actually writing about and feel free to change the subject line as an email thread changes to a different topic. Or start a new conversation thread altogether.
  • Consider adding a signature block, which automatically adds your contact information to the end of every email you send. Having all your information in one place might actually lead someone to get back to you faster. How to do it? In your Outlook account go to Tools: Options: Mail Format: Signatures.
  • Listservs and automatic notifications can clog up your inbox. A rule of thumb to consider is that if you delete a notification unread once per week, you should consider unsubscribing to cut down on the amount of “junk” email you receive. Or use Outlook’s Rules function to automatically send these emails to a folder that you read occasionally but don’t need everyday.
  • Try to “touch” each email only once. Instead: Act on it, Refer it to someone else, Delete it, or File it.
  • Be mindful that email is a communications tool and not a collaborations tool. Don’t let email prevent you from brainstorming and meeting with your colleagues face to face. Try not to send an email if a conversation is a more appropriate way to respond to a colleague; most people only skim long emails and are likely to miss the important information you want to share.

If you would like to learn more about the email management strategies we learned, we would be happy to share those skills with you or your office. Contact us at arm@hms.harvard.edu for more information.

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A New Face at the Countway

By , May 10, 2011

Presenting at the Caroline Stokes Digital Exhibit Launch, Simmons College, May 6, 2010.

My name is Heather Mumford, and I am the newest addition to the Center of the History of Medicine. This April I was hired as the Records Management Assistant–an exciting opportunity for a recent graduate of the Graduate School of Library and Information Science at Simmons College.

While at Simmons I focused on Archives and Records Management, and pursued opportunities that focused on digital exhibits, outreach, and Museum/Library collaboration. I was also active as a student leader, serving as the Co-Chair and Treasurer of the Progressive Librarians Guild at Simmons College, and Project Manager for a course that ultimately produced a digital exhibit for a 1930s scrapbook.

Prior to being hired for the Records Management Assistant position at the Center for the History of Medicine, I interned with a number of different repositories including the Phillips Library at the Peabody Essex Museum, the Rare Books and Manuscripts Department of the Boston Public Library, and Special Collections at the Providence Public Library (check out my summer project, the Whaling Log of the William Rotch!).

I am enjoying the process of “learning the ropes”, so to speak, and getting to know the faculty and staff at Harvard University. With any luck, you’ll be hearing much more from me soon. Thanks for the hearty welcome!

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Guidance for Separating or Transferring Employees

By , February 11, 2010

Almost every employee creates records as a part of his or her job at Harvard. Of the records created, those that apply to a person’s job or to the University are “University records.” These records may be paper, e-mail, word processing documents, spreadsheets, photographs, or in another form or format. Often employees will keep records in their own desks, local file cabinets or on their local computer drives. Nonetheless, they remain University property and are subject to University records policy.

Many times Harvard faculty or staff members transfer to new positions within the University and are tempted to carry their records with them. When an employee leaves a position, all records under the control of that employee should be reviewed and managed by their previous department, according to University records policy (http://grs.harvard.edu/). University offices should establish procedures to ensure that records in the possession of employees at the time of separation are managed properly and that important University information is not inadvertently removed from the office,  destroyed, or made public. These actions should be documented as part of the separation process, for example by inclusion on a separation check list.

Archives and Records Management (ARM) can provide support to offices who are establishing separation policies. Send an email to: arm@hms.harvard.edu or call 617-432-6194 for more information or to schedule an appointment.

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Is it too early for Spring Cleaning?

By , February 11, 2010

Need help getting organized?

Get thinking now about how you can make Spring Cleaning efforts more effective for your office.

Archives and Records Management (ARM) can provide information and tools to help your office manage records in accordance with  University records retention policies. We also provide assistance in desktop and files management, organizing your email, and using the Harvard Depository.

Space is at a premium these days. Does your office have boxes of records piling up in the aisles, back file room, or empty office or cube? Do you have trouble locating the email or document you need? We can help you recover space for records or people. Learn how to:

1. destroy all eligible records

2. send to off-site storage those inactive records that are not yet eligible for destruction

3. transfer records to the archives

Send an email to: arm@hms.harvard.edu or call 617-432-6194 for more information or to schedule an appointment.

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