Minutes of Meeting
June 16, 2003

Present:  Robert Aylward, Maggie Farrell, Robert Hensley, Mark Greene and Mark Shelstad

Bibliography Review:  Mark Greene reported on the records systems bibliography.  Many of the documents are lengthy and complex and some written better than others for its intended audience.  He distributed the Delaware, Ohio, and Indiana University guidelines, which he believes have good approaches and reasonable length, content and complexity.  Greene felt that a statement of benefits is important to add compelling reasons to address electronic records for users and administration.

Greene suggested developing discussion papers with talking points, possibly at the next meeting and include Legal Counsel, Academic Affairs, Office of Research and representative deans. 

Robert Aylward and Robert Hensley felt it would be too early to include other participants, but perhaps after the discussion papers have completed.  Aylward felt at this point it would be best to bring in slowly and discuss the issues in relation to the Academic Plan. 

Digital Repositories:  Maggie Farrell reported on her meeting with Academic Affairs for an Electronic Resource/Journal Web site.  She has or will be discussing the proposal with Geology and Earth Sciences regarding their participation and start-up costs.  Farrell sees it as a parallel project to a digital repository.

Discussion Papers:  Farrell offered to draft a discussion paper on digital repositories, including its elements and necessary resources.  Greene offered to draft a paper on the management of institutional records with Shelstad.

Aylward noted that President Dubois is interested in historical records and how to manage digital collections, getting the AHC’s collections online, and what will happen with Dubois’ correspondence with the governor.

Document Imaging:  Robert Hensley asked if the Document Imaging/SIS and Digital Summit Groups are separate at this time.  Robert Aylward stated that the Imaging group would want to build in best practices as identified by the Digital Summit group.  Greene felt that the Digital Summit has an important role to play in identifying and promoting standards, but may not be possible given the SIS’ timeframe for putting out bids and demonstrations.