[Libs-Or] Libs-Or Digest, Vol 147, Issue 8

Tue May 5 14:47:10 PDT 2015

Good point, Stephanie!  Those are all kept on the ILS servers, so a totally separate kettle of fish for us.

From: Libs-Or [mailto:libs-or-bounces at listsmart.osl.state.or.us] On Behalf Of Stephanie Clark
Sent: Tuesday, May 5, 2015 2:43 PM
To: libs-or at listsmart.osl.state.or.us
Subject: Re: [Libs-Or] Libs-Or Digest, Vol 147, Issue 8

As a city employee, you would to keep in mind that your records need to be retained according to their retention schedule. You can find that on our website here:

http://arcweb.sos.state.or.us/pages/rules/oars_100/oar_166/166_200.html

One might argue that following this schedule would directly influence how you organize those records. Please feel free to contact me if you have any other questions. Thanks!

Stephanie Clark

Oregon State Archives

503-378-8161

stephanie.clark at state.or.us<mailto:stephanie.clark at state.or.us>

166-200-0280

Library

Library documents the operations and management of the city’s public library.

(1) Accession Records (166-200-0065(1)) — Minimum retention: Until superseded or obsolete.

(2) Borrower Registration Records (166-200-0065(2)) — Minimum retention: Until superseded or 1 year after expiration or non-use.

(3) Catalogs (166-200-0065(3)) — Minimum retention: Until superseded or obsolete.

(4) Circulation Records (166-200-0065(4)) — Minimum retention: Until superseded or obsolete.

(5) Inter-Library Loan Records (166-200-0065(5)) — Minimum retention: 6 months after materials returned to owner library.

(6) Master Shelf Lists/Inventories (166-200-0065(9)) — Minimum retention: Until superseded or obsolete.

(7) Overdue Book Records (166-200-0065(11)) — Minimum retention: Until materials returned or debts reconciled or deemed uncollectible.

Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005 - 192.170 & 357.805 - 357.895
Hist.: OSA 2-2014, f. & cert. ef. 8-7-14

On Tue, May 5, 2015 at 12:01 PM, <libs-or-request at listsmart.osl.state.or.us<mailto:libs-or-request at listsmart.osl.state.or.us>> wrote:
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Today's Topics:

   1. Re: Classification Scheme for your staff Computer Files?
      (ALEXANDER Margaret)
   2. Library Prom Returns May 16th! (SLIM-OR SCALA)

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Message: 1
Date: Mon, 4 May 2015 14:40:43 -0700
From: ALEXANDER Margaret <Margaret.Alexander at ci.eugene.or.us<mailto:Margaret.Alexander at ci.eugene.or.us>>
To: "libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us>"
        <libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us>>
Subject: Re: [Libs-Or] Classification Scheme for your staff Computer
        Files?
Message-ID:
        <813A01DF90DA7C4489F0AFC875D9964601377C8D6ED9 at cesrv011.eugene1.net<mailto:813A01DF90DA7C4489F0AFC875D9964601377C8D6ED9 at cesrv011.eugene1.net>>
Content-Type: text/plain; charset="us-ascii"

FWIW, here's what we are doing at Eugene.  We also ask folks not to store anything on local machines.  Only the servers are backed up.  Each user also has a User folder for their pre-shareable working files.  We ask people periodically to remove outdated files.  We do use file name conventions for Minutes and other sequential files.

Old Shared server org:
[cid:image005.jpg at 01D08678.4CBBD4C0]

And Intranet (where we are trying to keep most information these days) top level structure:
[cid:image006.jpg at 01D08678.4CBBD4C0]

Classifications from the Shared files mostly still exist, but have been relegated to logical structural paths under the bigger topic headings on the intranet.  It's not perfect, and it continues to evolve, but it's not quite the Wild West that it used to be.

-Margaret

~~~~~~~~~~~~
Margaret Alexander
Library Manager, Technology & Facilities
Eugene Public Library
100 w. 10th Ave
Eugene, OR
541-682-6015<tel:541-682-6015>

From: Libs-Or [mailto:libs-or-bounces at listsmart.osl.state.or.us<mailto:libs-or-bounces at listsmart.osl.state.or.us>] On Behalf Of John Goodyear
Sent: Monday, May 4, 2015 1:34 PM
To: Sue Ludington; libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us>
Subject: Re: [Libs-Or] Classification Scheme for your staff Computer Files?

Alright, I think this should be safe to do.  Here's a screen capture of our file storage top level directory structure.  Of course we aren't public facing the way most of you are so ours will probably be more administrative, but the principles should hold up.  There's no absolute right or wrong but the proof is in the useability.

First rule is NOTHING lives on a workstation.  It's okay to compose there but it quickly needs to move to common ground.  That is one of my pet peeves, no excuse.  NOTHING NOTHING NOTHING.

The second object is to NOT base these on workflows.  I don't know my admin assistants' workflow that well and when she followed that pattern I could never find anything. Now that she's gone I'm glad we cleaned up.  My concept is to pretend it's all for a novice with no preconceived idea of where to look.  Base it on functional areas, think of it as an index or TOC.  If you want to build a workflow folder, that can be done with shortcuts to the files you want to include.

Notice there is an Office Template folder.  All the departmental MS Office templates are supposed to be there, and then Office programs are pointed there to find the templates.

Even though there is a Personnel folder, that's not the secret stuff, just the publicly available info.

We also have a separate archival section that more or less mirrors this structure.  We move old business there to preserve it and get it out of the immediate working area.  I often lament that our historical files don't go back that far.  I intend to keep about everything digitally.  If we have project time I'd like to scan old (2003 and before) documents for digital storage.  And there's oddball stuff, files that float to the top level for lac of attention or obvious home.

Hopefully this will help.

John Goodyear

CCRLS

503-315-4584<tel:503-315-4584>

www.ccrls.org<http://www.ccrls.org><http://www.ccrls.org>

From: Libs-Or [mailto:libs-or-bounces at listsmart.osl.state.or.us<mailto:libs-or-bounces at listsmart.osl.state.or.us>] On Behalf Of John Goodyear
Sent: Monday, May 04, 2015 12:00 PM
To: libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us><mailto:libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us>>
Subject: Re: [Libs-Or] Classification Scheme for your staff Computer Files?

We have put A LOT of effort in to that Adam.  Would be glad to show you and discuss.

John Goodyear

CCRLS

503-315-4584<tel:503-315-4584>

www.ccrls.org<http://www.ccrls.org><http://www.ccrls.org>
On 5/4/2015 11:49 AM, Adam Carlson wrote:
Hello,

Our library has a shared networked drive for staff. It includes thousands of files that we all use and share with each other. It is, however, in need of better organization. We often times find ourselves searching high and low for a file that we know is on the shared drive, but we cannot find. Or we end up finding multiple versions of the same file in different locations.

At a staff meeting the other day we were recognizing that we need to try to come up with a better way of organizing staff files. Librarians should be great at coming up with a "classification scheme" for this.

We will, of course, be brainstorming and researching this. But we thought we would ask all of you.  Do you have any ideas on good ways to organize staff files? Are there ways that have worked well or not for you in the past? Are there file naming conventions you have used that help? Has this topic been covered in previous posts? Are there any articles or websites you would recommend on this topic?

Thank you for any ideas you might have,

Adam Carlson
Circulation Supervisor
McMinnville Public Library
(503) 435-5556<tel:%28503%29%20435-5556>

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Message: 2
Date: Tue, 5 May 2015 11:41:52 -0700
From: SLIM-OR SCALA <slimorscala at gmail.com<mailto:slimorscala at gmail.com>>
To: libs-or <libs-or at listsmart.osl.state.or.us<mailto:libs-or at listsmart.osl.state.or.us>>
Subject: [Libs-Or] Library Prom Returns May 16th!
Message-ID:
        <CALffRGwOY+vYfBnHJM5_vVcd979ov90Z=WwBKNxaK=Gk=VP=xg at mail.gmail.com<mailto:xg at mail.gmail.com>>
Content-Type: text/plain; charset="utf-8"

Hello, Library Community!

Do you want to go to prom with us? We'll already be there, but all of you
are invited!

The 2015 Library Prom is a fundraising event for Oregon's Student Chapter
of ALA (SCALA) for Emporia State University. It is SCALA's privilege to
invite you, our fellow members of the library community. Details are below,
and click the EventBrite link for more info.

Presale tickets are just $10! Get them now!

2015 Library Prom
Saturday, May 16, 2015 from 7:00 PM to 10:00 PM (PDT)
Portland, OR

All fun to be held at...
Q Center
4115 North Mississippi Avenue
Portland, OR 97217

http://www.eventbrite.com/e/2015-library-prom-tickets-16272877615?aff=eac2

Hope to see you there!

Jennifer Rogers
Oregon SCALA President

"Like" SLIM Oregon SCALA on Facebook: https://facebook.com/slimorscala
Follow us on Twitter: @slimorscala
Check out our blog: http://esuscalaor.wordpress.com
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End of Libs-Or Digest, Vol 147, Issue 8
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