Kansas State Historical Records Advisory Board

September 6, 2007

Present: Don Brace, Tony Crawford, Sherry Williams, Wilbur Ferguson, Duncan Friend, Pat Michaelis, Matt Veatch, Scott Leonard

  • Minutes: Approved as submitted.
  • Update on NHPRC Issues: Going through annual struggle of funds. Funding is back in at either $8 or $10 million. Will be presenting a proposal at meeting in Nov. to change how they do administrative grants. Want to support projects, not just meetings. JO county archives grant was funded. Assume that NHPRC will still exist. We still have $17,000 left in our Board grant. Would they be willing to extend our grant? They are open to doing that if we have projects.
  • Possible Projects:
    • Basic Archives Workshop Follow-Up: About 90 people participated in last year’s workshops (3). Very successful workshops. Dodge City workshop did not take place due to lack of numbers.
      • Follow up needed to spend a day with KHS to work on getting policies, etc., completed.
      • Sherry: Good idea but think should continue Basic Archives Workshops.
      • Try follow-up first, then return to doing Basic Workshop.
      • Two locations, Tony & Sherry will assist.
    • Electronic Records Conference: Would we be willing to have it in another location other than Topeka? More of an awareness project. Concerned that we will have about a 20-year gap in the State Archives. Awareness needs to be raised among non-archivists. Reach the people who make the decisions. Expand potential audience to include county & local representatives: Kansas Association of Counties, League of Municipalities, etc. Target specific people, “movers & shakers,” for a stakeholders group. Appeal to their self-interest. Use SHRAB money to fund the content; charge to cover the cost of food. Would have to be active in recruiting attendees. Compelling risk, benefit for e-government. Could have Adam Jansen (Washington State Archives) frame the issues in the morning, and then have Brian Burke (Center for Technology and Government) facilitate a discussion that could provide future directions. Could piggyback on Vital Records, Disaster Preparedness.
    • Local Records Repositories Web Database: KHS used to create a list of repositories. Thought is to hire someone to create the database; KHS staff could then keep it up to date.
    • Vital Records Identification Workshop: Reuse NARA workshop. Agreed to share training. Will be done by KHS staff for State Records Officers at upcoming meeting. Plenty of hands-on activities and examples. Section on identifying vital records; section on protecting vital records. Will have to customize for state & local government. Need to work with emergency management people to get the word out.
    • Disaster Preparedness Projects: Tie with SAA’s May Day project? Tie together with Vital Records.
    • College & University Archives: 6 regents universities & open to other colleges around the state. There are guidelines for colleges & universities but needs to be updated. Need to include topics on electronic records, legal issues (FERPA, etc.), records retention. The Board hasn’t done anything for C&U archives.
    • Recruitment of future archivists/Create a more diverse workforce: Board hasn’t done anything in this area; emphasis of SAA, MAC, et al.
    • Hire a person part time to oversee the implementation of a number of these projects. Someone who could handle registrations, create mailings, conference logistics, administrative assistant-type. Approximately $5000 for six months.
    • Majority of support for Vital Records/Disaster Preparedness, Electronic Records, Database. Do Electronic Records & Disaster Preparedness together as a one-day workshop. Difference audiences. Use Disaster Preparedness as focus for next year. Still support for Basic Archives follow-up.
    • Motion : Hire someone to assist with projects, attempt 1 st four bullets on Agenda Item 3 (Basic Archives workshop follow-up, electronic records seminar, local records repositories web database, vital records workshop), then if problems arise coordinate via e-mail to determine which project to drop. Passed.
  • Further discussion of Electronic Records Workshop:
    • Goals
      • Raise awareness of electronic records preservation challenges among stakeholders.
        • Problems, risks, need.
      • Gain support for action from resource allocators.
        • Present potential solutions, case study.
        • Highlight action in Kansas to date: KSPACe, Guidelines, ERC, ERKP.
        • Takeaways, next steps
    • Structure
      • Morning: What is the Problem?
        • Carlin
        • KS ERM
        • Adam Jansen
      • Afternoon: Small Groups
        • Brian Burke
  • Discussion of future board administrative grants
    • Need to be project based, not just board meetings
    • NHPRC has a new approach called State and National Archival Partnership grants (SNAP)—up to $20,000
    • Very preliminary discussion but needs to be submitted by October
    • Motion : The major project will be updating the KSHRAB’s strategic plan including surveys to identify needs and then focus groups. Passed.
    • Pat will prepare the proposal and have the board review it via e-mail.

6. The meeting was adjourned.

 

Kansas Historical Society
  
Presentation Graphic
Kansas Historical Society
Kansas Historical Society