| OVERVIEW: For 2 years, the Kennesaw State University (KSU) Records Management Department has worked with the IT Department to remove inactive and obsolete data from various software systems. The university had large amounts of structured data across multiple systems, and many departments tended to data-hoard. Annual system budgets continued to increase, yet departments remained hesitant and reluctant to delete any data. No clear procedure or process existed to give departments confidence that they were disposing of data correctly and with proper authorization. |
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| By partnering with other departments across campus, the Records Management Team gathered the information needed to apply retention to university data systems. The team created a form capturing key details (type of data, retention recommendations, purpose, upstream and downstream users, and signatures from data trustees, data stewards, legal, and IT for disposal approval). Once all information is compiled and approved, IT removes the data, and the Records Management Department maintains the completed disposal record. An established, repeatable workflow now exists for departments to follow, reducing hesitancy around data removal. |
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Offerings and objectives of this webinar include:
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- Walking through the data disposal process (notification, review, approval, disposal)
- Discussing collaboration and securing buy-in from data governance, IT, and legal stakeholders
- Examining risks associated with data hoarding
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After attending this webinar, attendees will be able to understand how to start a program for disposing of data, build trust and partnerships with key departments, and recognize the benefits of removing obsolete data.
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| DURATION: 58 Minutes |
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| CREDITS: Preapproved for 1.0 CEC (Academy of Certified Archivists), 1.0 CIP CEU (AIIM), 1.0 CEU (ARMA International), and 1.0 Study Hour (GARA Certificate Program) |
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GARA CERTIFICATE CORE COMPETENCY AREA: "Retention and Disposition" OR "Digital Repository Management"
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| PRESENTERS: Amber Smith, Records Manager, Kennesaw State University, and Tamara Livingston, Executive Director, Museums, Archives, and Rare Books, Kennesaw State University |
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Amber Smith is the Records Manager for Kennesaw State University. She has worked at Kennesaw State University for 8 years and the University System of Georgia for 10 years. Prior to working at the USG she was a Records Facilitator for the U.S. Fish and Wildlife Service in Hawaii. She received her Master's degree in Archival Studies in 2013.
Dr. Tamara E. Livingston is Executive Director of the Department of Museums, Archives & Rare Books and Director of the KSU Archives, Williams Rare Book Museum and the Records & Information Management program at Kennesaw State University. She is the founder of the KSU Archives and Records Management program, established in 2004. She holds Masters degrees in Library and Information Science and Music History, and completed her doctoral degree in Ethnomusicology, all at the University of Illinois at Urbana-Champaign. In addition to her work as Executive Director of MARB, she teaches History 3328 Introduction to Archives and graduate course on digital preservation and collection management for the Masters of Library and Information Science program at Valdosta State University (GA).
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