Managing the Digital University Desktop

ECURE 2004 Tempe, Arizona http://www.ils.unc.edu/digitaldesktop

2

Thought for the day….

“

The end-user manages e mail.”

-

ARMA Guideline for Managing E-mail

3

Thank You to

The National Historical Publications and Records Commission for funding this project

The team!

4

 Tim Pyatt, co-PI, Duke University UA  Kim Chang, Co-Project Manager  Megan Winget, Co-Project Manager  Paul Conway, Duke Library IT Director  Janis Holder, UNC UA  Frank Holt, UNC RM  David Mitchell, Duke RM  Russell Koonts, Duke Medical Archvist

5

Today’s Presentation

 Overview and goals of the Managing the Digital University Desktop Project.

 Context and background of study.

 Brief discussion of the survey results.

 Selected results from interview data regarding appraisal, retention, & deletion.

 Next steps.

6

Project Overview

 Understand how faculty & staff at a public & private universities manage their email & other electronic files.

 Create guidelines based on records requirements & observed behaviors.

 Create learning tools based on guidelines.

 Disseminate findings & training.

7

1

st

Year Methodology

 In order to learn how faculty, staff, and administrators manage their electronic materials we  Conducted campus-wide surveys at UNC Chapel Hill and Duke University.

 Interviewed 100 individuals.

 Interviewed approximately 25 IT staff.

8

2

nd

Year Work

 We are in the midst of coding the data from the interviews using NVIVO software.

 Starting to analyze filing arrangements we captured from interviewees’ computers.

 Matching capabilities of software used with responses to interview questions.

9

How This All Began…

 Collaboration between myself and UNC Records Management Program, starting in 1999.

 Records Management Program but no real work in electronic records.

 Recognition that UNC employees might be mishandling electronic records.

10

Original Vision

 Application submitted in May 2001.

 Original work plan called for collecting data at UNC-CH and some of the other 15 UNC campuses.

Addition of Duke University

 In October 2001, the UNC-CH Records Management Program was dismantled due to the budget crisis.

  November 2001, NHPRC indicated they would fund grant if UNC-CH maintained a records manager.

Records manager’s position moved to the Library, February 1, 2002.

11

 Duke University brought in to maintain cost share.

12

Benefits of Duke Involvement

 Duke’s addition has provided:  Extensive and diverse expertise;  Records practice at a private institution to compare with the 16-campus UNC System;  Digital information management behaviors at an institution without any RM program and a highly decentralized structure;  An institution developing a campus records management program as well as a digital archives initiative.

Information Context

14

Digital Landscape

From

How Much Information? 2003:



Print, film, magnetic, and optical storage media produced about 5 exabytes of new information in 2002. Ninety-two percent of the new information was stored on magnetic media, mostly in hard disks.

 http://www.sims.berkeley.edu/research/projects/how much-info-2003/execsum.htm

15

Storage Media



Hard disks store most new information

. Ninety-two percent of new information is stored on magnetic media, primarily hard disks. Film represents 7% of the total, paper 0.01%, and optical media 0.002%.

16

Information Explosion

 HMI estimates that new stored information grew about 30% a year between 1999 and 2002.  The amount of information printed on paper is still increasing, but the vast majority of original information on paper is produced by individuals in office documents and postal mail, not in formally published titles such as books, newspapers and journals.

17

Email

 Email generates about 400,000 terabytes of new information each year worldwide.

 Email ranks second behind the telephone as the largest information flow. Email users include 35% of the total U.S. population (source: eMarketer), and accounts for over 35% of time spent on the Internet (source: Forrester Research).

18

Primacy of the Individual

 “Tip” O’Neill: “All politics is local.”  Desktop e-mail management and subsequent archiving of material from the university environment presently depends on the individual, his or her specific information management behaviors, and the software being used.

19

The Situation

 Most staff, faculty, and administrators, especially the latter two groups, have little or no training in information management.

 Electronic records are inherently fragile. If they are not “preserved” early in their lives, they will not endure.

20

Starting Assumption

 Successful electronic information management guidelines must take into account how people are presently managing their digital information.

21

Project Goals - 1

 Document how faculty, administrators, and staff use and manage files and records from electronic mail and other desktop applications at UNC-CH, Duke University, throughout the 16-campus UNC system, and by extension, across academia.

Project Goals - 2

22

 Based on the analysis of user needs and practices, as well as the North Carolina Public Records Act, develop optimized e mail and desktop management "best practice" guidelines to serve both public and private higher education in North Carolina and provide an adaptable model of practice for other states.

23

Project Goals - 3

 Develop educational opportunities (workshops, handbook, exercises, web based courses, etc.) to optimize faculty, administrator, and staff use and management of desktop electronic documents.

24

Project Goals - 4

 Develop user profiles necessary for a strategic consideration of electronic records management systems.

25

And…Dissemination

 Disseminate information about the best practices guidelines and instructional units at UNC, Duke, and across the 16-campus UNC system via a statewide conference and to other universities via the records management/ archival literatures and conferences and the project website.

26

Best Answer?

 Helping people become information management literate.

 Moving people toward better practice.

 Realizing that telling people to manage electronic files as “paper” has not been effective.

Selected Survey Findings

28

Who We Surveyed

 8,334 addresses at UNC.  17,327 addresses at Duke.

 About 212 emails bounced at UNC.

 About 1,115 bounced at Duke.

29

Respondents

Staf f /Employee 73% 1392 507 Faculty 27%

30

1076 Valid UNC Responses

Survey Questions

31

 Email application most often used  Volume/time spent on email  Attachments  Storage practices  Importance to job  Specific Concerns  Willingness to do further interview

32

Top Department Responders

Duke



DCRI



Library



Pediatrics



Psychiatry & Behavioral Sci



Anesthesiology UNC – CH



Library



Medicine



School of Business



School of Social Work



FPG Child Develop ment Center

33

Number of Email Messages Received/Day

53% 0 0% 38.0% 1-20 36.8% 29% 21-40 UNC Duke 14.8% 10% 41-60 5.5% 4% 2.5% 2% 2.1% 2% 0.3% 0% 61-80 81-100 100+ Blank

34

Number of Email Messages Received Daily According to HMI  60% of workers with email access receive 10 or fewer messages on an average day,  23% receive more than 20,  6% more than 50.  73% of workers spend an hour or less per day on their email.

35

Average Minutes/Day Spent on Email

amount of time spent on email

120 100 80 60 40 20 0 111.50

92.69

81.93

80.41

Duke Employees Duke Faculty UNC Employees UNC Faculty

Most Used Email Applications at UNC

51% 27%

36

5% 4% 3% 3% Ne tsc ap e Ou tlo ok M ulb er ry Eu do ra Pi ne Si re n

Most Used Email Applications at Duke

38%

37

15% 11% 11% 4% 4% 4% Lo tus N ote s Ou tlo ok Ne tsc ap e Eu do ra Mu lbe rry Ex ch an ge Pi ne

Top 10 Concerns Regarding Email at UNC

38 % of Respondents:

 23% Unsolicited email  21% Confidentiality  16% Time  15% Usage  14% Software limitations  14% Retention  13% Security  11% Management  10% Deletion  10% Viruses

39

Top Concerns Regarding Email at Duke

% of Respondents:

 21% Unsolicited email      19% Software limitations  18% Confidentiality  17% Security  14% Volume  13% Time 12% Usage 10% Viruses 8% 7% Retention Lotus Notes

Selected Interview Findings Concerning Appraisal, Retention, & Deletion

41

Did Anyone Ever Tell You What to Save?

Other 13% Yes 19% No 68%

42

Did Anyone Ever Tell You What to Save?

50 45 40 35 30 25 20 15

All Duke UNC Faculty Staff

10 5 0

Yes No Other

43

Did Anyone Ever Tell You What to Save?

Auto-Archive 3% Told to save everything 6% Told to save all emails 6% Supervisor 6% Not formally 28% Showed structure for saving 6% Intuitive 6% Confidential information 9% Grant Materials 6% Student Records 6% Record Retention Schedule 9% Public Records Law 9%

44

What Were You Told?

Retention period, 1 Auto-archive, 1 Told to save everything, 2 Showed structure for saving, 2 Told to save all emails, 2

45

Who Told You?

Record Retention Schedule, 3 Public Records Law, 3 Supervisor, 2 Risk Management Dept, 1

46

Are There Records You Know You Have to Keep?

Other 5% No 14% Yes 81%

47

How Do You Decide What These Records Are?

Retention period, 2 , Intuitive, 4 Federal regulation, 1 Supervisor, 1 Use personal judgment, 3 Not formally, 4

48

What Types of Documents Do You Have to Keep?

Policies, procedures, initiatives, 1 Projects, 1 Presentations, 1 Syllabi, 1 Teaching materials, 1 Final draft, 1 Financial materials, 12 Departmental memos, 1 Email, 1 Research papers, 2 Patient records, 3 Legal materials, 4 Administrative records, 11 Grant materials, 4 Correspondence, 5 Student records, 8

49

Criteria Used to Keep Email

60 40 20 0 Anticipated Use Evidence Reminders Reference Finding aids Early digital proj or tech decisions Save everything File Other Paper Auto-Archive Immediate relevance

50

Criteria Used to Delete Email

Other copies available 2% Not consistent 1% Not main recipient 1% Lack of space 2% File 2% Immediate relevance 3% Print then delete 3% Personal Email 3% Documents 5% Trash 1% Time 1% Filters 1% Time Sensitive 6% No Use Anticipated 38% No critical impact 14% Spam 17%

51

Do Your Email Messages Undergo Automatic Destruction?

No 77% I don't know 10% Yes 8% Other 5%

52

What Do You Do When You Get An Imminent Destruction Message?

Save everything, 1 Delete, 2 Quota, 1 Lack of space, 1 Network storage, 1 Empty trash, 1 Re-organize documents, 2

53

Criteria Used to Keep Electronic Documents 45 40 20 15 10 35 30 25 5 0 A ntici pa te d Use e ve ryth ing E vide nce S ave Fi Fi le nd in g a id s P ap er rsi on s = co nfu sin g Fo r Su cce sso r To o ma ny ve Ti m e Ref er en ce A ll ve rsi Ret on en s tio n p er io d Remi nd er rd Re te ntio s n S ch ed E ul nd e uri ng va lue es ta bi lity issu A uto -Archive Compa Reco

54

Criteria Used to Delete Electronic Documents No critical impact 2% Reference 2% Quota 2% Anticipated Use 2% Not consistent 4% Network storage 4% Reminders 2% File 2% Time Sensitive 2% No Use Anticipated 45% Other copies available 7% Print then delete 12% Lack of space 14%

55

Do you keep copies of all the messages that you send?

No 14% Yes 86%

56

Where Do You Store Messages You Send?

Archive 2% Hard drive 1% File in folders 28% Sent folder 69%

57

How Do You Store Messages You Send?

By size 11% Not automatic 4% Pick and choose 18% Automatic 45% Chronologically 22%

58

Next Steps

 Finish analyzing data.

 Create “guidelines.”  Get feedback for guidelines.

 Create learning materials.

 Test guidelines and materials.

 Spring 2005 dissemination conference.

Managing the Digital University Desktop

ECURE 2004 Tempe, Arizona http://www.ils.unc.edu/digitaldesktop