Each record has a life cycle that includes four distinct stages: creation, maintenance and use, retention, and disposition. This policy addresses maintenance and use.
The purpose of filing is retrieval; therefore, heads of departments must ensure that the records in their custody are organized for efficient access. They must also facilitate the future accessibility of electronic records; protect the records from unauthorized access; require the proper storage and careful handling of fragile records; and preserve records of historical or evidential value until they are transferred to the Archives. In addition, departments need to document procedures and ensure training of new employees to provide for consistency in departmental records maintenance.
Electronic Records are records stored on electronic storage media that can be readily accessed or changed. Some examples of electronic records are e-mail messages; all types of files and folders stored on a computer’s hard drive, floppy disks, CDs, DVDs, and microfilm; and files and folders that have been copied to the University’s administrative server.
- Where possible, electronic records classification systems are modeled after departmental file plans used for paper records.
- Where possible, records are grouped together as records series, or sets of records that stand apart from other records in the department. Some possible records series may include . . .
- Meeting minutes of individual committees
- Reports and self studies
- University publications
- Purchase orders
- Faculty copies of student records
Records Management & Archives | Learning Resources Center, Room 317