Electronic Records Management Group (ERMG)

Charge

To ensure that electronic records within the department of Archives and Special Collections are managed in a sustained and timely fashion, and made available using current best practices that assert the Libraries’ commitment to the long-term retention and accessibility of electronic records.

The Electronic Records Management Group (ERMG) builds on the work of the Electronic Records Task Force (2014-2017), which established ingest, processing, preservation, and access workflows and protocols for born-digital materials that comprise collections primarily in the department of Archives and Special Collections. These materials have long-term research value and are intended to be preserved and made available to researchers. It is therefore imperative that the Libraries establish a management group to ensure that ongoing processes and procedures related to digital archiving keep up with rapidly changing technologies and national standards.

Current Members

  • Lara Friedman-Shedlov, Digital Records Archivist (Co-Chair)
  • Carol Kussmann, Digital Preservation Analyst (Co-Chair)
  • Aiden Bettine, Curator, Tretter Collection in GLBT Studies
  • Lisa Janette, Head of Archival Processing
  • Erik Moore, Head, University Archives & Co-Director, University Digital Conservancy
  • Michael Sutliff, Technology Support & Consultation Director
  • Amanda Wick, Archivist, Carlson Companies Archives, and Charles Babbage Institute (interim)
  • Cody Hanson, Interim Director, Technology Strategies (Sponsor)
  • Kris Kiesling, Director, Archives and Special Collections (Sponsor)

Group Responsibilities

  • Develop communication plans with stakeholders, sponsors, and pertinent staff.
  • Collectively address new and ongoing concerns related to the ingest and processing of electronic records as well as security, preservation, and access methods.
  • Modify existing or introduce new policies and procedures for electronic records, as needed.
  • Keep current with best practices, and software and hardware developments:
    • Collectively update and/or draft new policies and procedures as the need arises
    • Monitor developments of new hardware/software and best practices
    • Specify and implement new workflows and tools as appropriate
    • Support continued education for staff and professional community
  • As appropriate and feasible, members carry out ingest, appraisal, processing, and description activities:
    • Coordinate and prioritize electronic records work across all ASC units
    • Assist units that collect electronic records but do not have in-unit staff to address digital records processing
    • Interact with donors as appropriate to assist with the ingest and processing of new digital collections
  • Share knowledge and experiences:
    • Internally with related Library services and programs
    • Externally with professional communities as appropriate
    • Continuing to document work and sharing it out

The group is documenting needs and will set priorities of immediate and future needs to continue the advancement of electronic records ingest, processing, preservation and access within the Archives and Special Collections units. 

The ERMG builds on the work of the 2014-2016 Electronic Records Task Force.