Electronic Records Task Force

Update: November 2017

One of the recommendations in the final report of Phase 2 of the Electronic Records Task Force suggests sun-setting the ERTF and creating an Electronic Records Management Group in its place.  This page will move the Sunsetted Groups and Completed Projects page of the Libraries Staff Web pages.  Some of the working documents will become part of the Management Group's purview and are still available.  

Charge (2016)

The Electronic Records Task Force will continue its work increase the ability of the Libraries to ingest and manage materials that exist natively or solely in electronic form.  Specific aspects of this work include:  
  • ProcessingAppraisal, arrangement, and description are all part of the act of “processing.” Electronic records may also need to have technical actions performed on them prior to making them accessible to users.  This may include removing duplicate files, renaming files, moving files to new locations, addressing actions for restricted materials, or converting into more accessible or preservation friendly file formats.
  • Appraisal:As with paper records, electronic records need to be reviewed for overall value.  We can’t afford to save everything that comes to us in digital format.  We must take the time to review the incoming materials to make sure they fit our collecting criteria and that we have the appropriate technologies to preserve and provide access to them.   
  • Arrangement and Description:Electronic records may or may not come to us in an orderly fashion.  It is imperative that time be spent arranging and describing electronic records in a uniform fashion in order to make them accessible in a way that users can understand them.  Without this, the value of collections may be lost.
More details on the charge can be found in the project Charter.  Ground rules and responsibilities for the group can be found here.  

Current Members (2016)

    Sponsors: John Butler, Kris Kiesling
    Co-Chairs: Lisa Calahan, Carol Kussmann
    Members: Valerie Collins, Kate Dietrick, Lara Friedman-Shedlov, Betsy Friesen, Erik Moore, Arvid Nelsen, Amanda Wick
    Resource Personnel: Lisa Johnston, Mary Miller, Jon Nichols, Mike Sutliff


Phase 2 Final Report: Public UDC Version, August 2017
Phase 1 Final Report Internal Google DocPublic UDC VersionJune 2015  

Meeting Minutes

December 14, 2016: Last group meeting.  Discussed progress on each area and details for the final report.  
November 16, 2016: Discussed Access survey, documentation clean up, and final report.  One more official group meeting left.  
October 19, 2016: Received update on Access work and discussed proposed changes for the organizing of processed files.  Talked about final report.  
September 21, 2016: Discussed processing work and the addition of 3 tools.  Talked about the collections processed and possible issues.  Further planning for upcoming conference proposals.  
August 10, 2016: Discussion on upcoming conferences.  Update from Access Group. 
July 13, 2016: Group meeting replaced by an Access Sub-Group meeting. Virtual Reading Room Requirements, Google Drive. 
June 15, 2016: Update on documentation for processing and processing levels.  
May 18, 2016: Updates on access options matrix and processing testing.  
April 20, 2016: Discussed upcoming and past conferences.  Processing levels and processing plan drafted.  Review of four collections to test processing.  
March 23, 2016: Working to talk to others around the libraries about what electronic materials they have.  Small groups formed.
February 17, 2016: Updates from the Processing and Access working groups.  
January: The Access and Processing sub-groups met to plan future work. 
December 9, 2015: Reviewed logistics for past and new members to understand the Google drive and our work.  Decided on set monthly meetings.  Divided the group into smaller work groups to address individual tasks.    
November 16, 2015: Kick off meeting for new work of the ERTF.  We reviewed the charge and clarified as needed.   

2014-2015 Meeting Minutes can be found here.

Projects / Initiatives

  • Develop Workflows for Processing Ingested Collections
  • Define Processing Levels
  • Define Access Methods that Address End-user Needs, Copyright, Data Privacy, and other Information Security Requirements
  • Monitor Ingest Workflows
  • Monitor Preservation Repository Development
More information on each of these can be found in the charge.  


    Presentations can be found on the following page.  

      Background Information & Resources

      The following two resources are internal documents that were created early on in the process of initiating our electronic records program:

      **Working Documents**

      ASC Unit Staff: 
        • Addendum to Deed of Gift for donations including electronic records (also available as PDF)
        • Electronic Record Transfer Information: As a way to document and collect information about a donation/transfer that includes electronic records.  Use this as you see fit.  Working with your donor will help you complete the ASC Electronic Records Interim Accession Log.  
      • ASC Electronic Records Interim Accession Log
        Use this log to record information about incoming materials to help us know more about the content you are receiving in digital format.  We will then work with you on the processing of these records.  More information and instructions for completing the accession log are also available.  
      Electronic Records Task Force Members:

      Contact Us

      Have a question or comment for us.  Please send us an email at lib-ertf@umn.edu. 

      Where are the council/committee/group’s files?

       _LIB-TC Staff Drive > _LIB-TC Libraries Wide > Committees Councils and Groups > Electronic Records Task Force 2014 

      Google Group: lib-ertf@umn.edu   

      Key Resources

      For ASC Unit Staff:
      For ERTF Members: