As previously reported in Link, UCOP will be consolidating into two buildings in 2020 to facilitate closer staff collaboration and reduce costs. 1100 Broadway is being designed to have no paper records storage, other than in individual cubicles and offices. 1111 Franklin will be remodeled and will also have limited paper records storage space outside of offices and cubicles.

To help prepare for this reduction in records storage, the Records Management team has been meeting with departments to discuss departmental needs. Starting Monday, Nov. 5 and continuing throughout the month, a team of consultants from Montaña & Associates will be conducting on site interviews with every department.

Records Management is hosting an open house with the consultants, who will discuss their process and answer any questions you have:

• Date: Nov. 5
• Time: 2 to 4 p.m. (consultant presentation at 2:30 p.m.)
• Location: Franklin Lobby 1

Light refreshments will be served.

The departmental interviews are an important part of this project, allowing a clear look at business processes and records requirements. The ideal interviewee is an experienced person with a complete understanding of the department’s detailed processes and procedures. They should have, in particular, practical hands-on knowledge, skills, and experience of records within the department — what types are created and managed; what are their uses; how long are they needed and why, etc. The ideal interviewee could be a senior manager but does not necessarily have to be.

Interviews conducted by two Montaña & Associates consultants will generally take 60-90 minutes. Each interview session should optimally include one to five people from the same business functional areas. It is important to keep different processes or unique functions in their own sessions to ensure adequate time for data gathering. There needn’t be much preparation for these interviews other than the inventory we asked you to start preparing in the Link article of Sept. 4, 2018.

Reference information

1. Definition of a record: Any writing, regardless of physical form or characteristics, containing information relating to the conduct of the public’s business prepared, owned, used, or maintained by an operating unit or employee of the university. “Writing” means handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination thereof, and any record thereby created, regardless of the manner in which the record has been stored. [RMP-1]

2. Examples of information that will be asked of each department:

• Identification of the types of records used and handled within work process
• How long these records are needed for business use before they are either sent to storage or destroyed
• Whether these records are typically maintained in electronic or hard copy forms: paper, shared drives, email, SharePoint or other system
• What types of systems (software) are used, if any, to manage records in your area
• How far back in time you need to go to find particular records, and which types of records have the longest date-range relevancy
• How many hard copy (paper) records are created and stored
• How email is used

Questions about this project or the upcoming events? Please contact Records Management at Records@ucop.edu or 510-987-0399.

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