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Cornell Electronic Records Report available
Colleagues,
The Cornell University Archives received a grant from the NHPRC for an
18-month project to investigate the requirements for electronic
administrative records. During the summer of 2000, the project was
restructured to focus on electronic student records. A consultant with
substantial electronic records experience, Nancy McGovern, visited Cornell
for an extended period, interviewing relevant staff in the Cornell
University Archives, the Registrar?s Office, and Cornell Information
Technologies. She compiled a report which:
· Provides a starting point for universities to consider their
electronic student records systems
· Proposes approaches and considerations for preserving electronic
student records
· Presents the technical and organizational context for electronic
student records systems
· Provides relevant sources and research citations for further
research and applied projects
The report includes generalizable recommendations, addresses records
management and archival considerations, details pros and cons for
preservation options, and identifies potential research issues for student
records. By presenting the findings of the Cornell project, the report is
intended to serve as a base and provide a context for universities to
consider their electronic student records systems and to establish an
appropriate preservation strategy. It is structured to deal with four
types of issues:
1. Universal systems issues that are relevant for preservation,
regardless of the type of system that is being considered, including
general recordkeeping requirements and long-term access issues.
2. Generic concerns that pertain to electronic student records
systems, but are not institution- or system-specific, including retention
guidelines and records management concerns, the American Association of
College Registrars and Admissions Officers (AACRAO) metadata definition for
academic records and transcripts, and archival concerns.
3. System specific implementation issues including concerns that are
defined by the system implementation and that may be specific to the
organizational environment in which the system is implemented.
4. Preservation approaches and strategies which must be suited to the
resources and requirements of the organization and the requirements of the
records.
While the report makes recommendations specific to Cornell, we hope it will
be helpful to all university archivists. It suggests specific strategies,
but also recommends further individual and collaborative research
projects. The report is available online through our Web site at
http://rmc.library.cornell.edu/online/studentRecords/ or in paper form at
a cost of $10.00. Please direct requests to Peter Martinez, Division of
Rare and Manuscript Collections, 2B Kroch Library, Cornell University,
Ithaca, NY 14853 (pm66@cornell.edu)
Elaine Engst
Director & University Archivist
Division of Rare and Manuscript Collections
2B Kroch Library
Cornell University
Ithaca, NY 14853
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