Minutes of Meeting
May 1, 2003

Present:  Robert Aylward, Steve Boss, Maggie Farrell, Mark Greene and Mark Shelstad.

Mark S. distributed three documents:  “Information for Records Inventories,” with suggested fields for a campus electronic records and systems survey; “Electronic Records Resource List,” with links to electronic records projects around the globe; “Draft Managing Web-Based Records:  Guidelines for Kansas Government Agencies” (RTF).

Electronic Records Inventory

• Mark G. stated that once an inventory is finalized, the group would need to decide upon a timeline, who will participate, and what to do with the gathered data.  Typical records inventories are completed either by mailing out the form and letting the office complete them, or sending out records analysts to complete the form with the office.  

• Robert asked if clerical staff that had received training could complete the inventories.  Mark. G. indicated it was possible, but a person with a records and/or systems experience would be better able to ask follow-up questions.

• Mark G. suggested that instead of a larger pilot survey we could begin by working more intensively with 3 or 4 offices--sending instructions for the inventory, have the office fill it out in a web form, and then send one of us to go back and interview the office to determine how their understanding of the instructions differed from our intent.

• Suggested units include Office of the Registrar, College of Engineering, of Wyoming Geographic Information Systems, or others.

• Robert suggested adding a field to determine whether inputs into systems were electronic or manual.

Action Item:  Steve and Mark S. will develop a set of instructions for the inventory and build a web form and schedule the interviews after graduation with a target date of May 21.

Electronic Records Resource List

• Mark G. noted the list is a chance for the group to look at best practices and to review policies as starting points at UW.

• Maggie and Steve volunteered to review the sites concerning institutional repositories and digital preservation.

• Robert, Mark G. and Mark S. will review the sites concerning policies and projects, plus the first 14 pages of the Kansas draft.

• Mark G. reiterated that the readings would help UW build a framework that is practical and timely. 

Project Timeline

• Mark G. thought we could have the pilot electronic inventories completed by the end of May and have another meeting in June to review the results and discuss the readings list.  He hopes we can have the actual summit meeting by the end of the year. 
• Maggie suggested that the larger meeting have an opening and closing plenary with tracks for digital repositories for publications and another for electronic records, and the plenaries will address the commonalities for both tracks.

Updates

• Maggie reported that she had met with Academic Affairs and they are interested in pursing a digital repository along the lines of Cornell’s Euclid project (http://projecteuclid.org/), but with a narrow niche, such as energy research, earth systems, or petroleum recovery.  In late May Maggie will be meeting with Myron Allen to begin discussions.
• Maggie also reported that the Colorado Alliance of Research Libraries has not heard if they have received a grant to sponsor a symposium on digital repositories.  Maggie noted that if the grant does or does not go through there still exists the possibility of partnering with other institutions in the mountain west.
• Robert reported that the National Science Foundation had recently released a report on cyber infrastructure.  It’s geared towards supercomputers but also discusses digital libraries.  See http://www.nsf.gov/nsb/documents/2003/start.htm.
• Robert also attended an EPSCoR meeting, where one topic was trying to obtain National Science Foundation grants for Internet infrastructure for rural states.