Files should be managed by their content, not their format. Whether or not you keep a file depends on its value, subject and function. When considering whether or not to retain a record, remember, just because a record is in an electronic format does not affect how long you retain the file.
Identifying Records
The documents on your desk, computer or network, in emails, in file cabinets and many other locations are either Official Records or Non-Record material.
- Was the material mandated by statute, administrative rule or any other state or federal regulation?
- Does the material support a financial or legal claim or obligation?
- Is the material required to operate the department鈥檚 programs or provide program support functions?
- Was the material created or received in the conduct or transaction of official University business?
- Does the material have administrative, operational, fiscal, legal or evidential value?
- Does the material have historical, research or information value?
- Does the material provide evidence of, or verify:
- The department鈥檚 actions that ensure its continuity?
- The department鈥檚 actions that demonstrate the consistency of those actions?
- Formulation of policies, procedures or decisions?
- Board, committees or staff meeting minutes?
- Does the material protect University and individual rights and interests (financial, legal or other)?
- Does the material provide information required by statute, or any other state or federal regulations?
Official Records
Official records are any documentation related to the department鈥檚 official duties or activities. Examples may include:
Decision papers
Correspondence
Memoranda
Letters
Email
Data files
Reports
Official Publications
Supporting materials sufficient to document and/or explain the document trail and/or decision-making process for administrative, legal, fiscal, programmatic and historical purposes.
Official records may be original materials or copies of original materials, regardless of media or format. These records must be maintained for the period specified on the University鈥檚 Records Retention Schedule. If required, some of these official records may need to be transferred to University Archives.
Non-Records or Redundant, Obsolete or Trivial/Transitory Information (ROT)
Non-Records or ROT are materials that do not contribute to an understanding of the department鈥檚 operations or decision-making process. They are materials that have no substantial administrative or operational value. Non-Records or ROT also include extra copies of official records retained elsewhere that serve as:
Convenience copies kept solely for ease of access and reference.
Information/Reference copies of records sent to individuals or departments that are interested in, but not acting upon, the information.
Technical reference documents needed for general information.
Diaries and journals not prepared for transaction of official business.
Papers accumulated by an employee prior to employment with the department.
Privately purchased books and publications that do not relate to official business.
You may dispose of non-record materials when you no longer need them.
Top Non-Records to Delete or Destroy
Important Note: All records that pertain to litigation, ongoing legal proceedings or even anticipated litigation must not be destroyed until you receive permission from general counsel.
Deleted items 鈥 Empty deleted items and recycle bins.
Calendar responses in your email 鈥 Invitations, acceptances, meeting announcements, meeting agendas, Zoom invitations and other scheduling notifications.
Published reference material 鈥 If you didn鈥檛 create the publication, delete it as soon as it is no longer relevant or needed. If you created them, make sure a copy of the publication is shared with your campus archivist.
Newsletters/Listservs 鈥 Including internal and external newsletters that you did not create.
Formal and informal announcements
Duplicates and Drafts鈥 Delete duplicate records that are recorded in multiple systems or locations and drafts (emails and documents) that are no longer needed.
Folders on your shared drive, SharePoint, Google Drive, or Outlook that have met or exceeded their approved retention period. See Retention Authorizations for more information.
Extracted information 鈥 reports that are printed from a database that can be recreated as needed.
Personal emails 鈥 Anything unrelated to university business. See the Acceptable Use Policy and Email Management Policy.
Sent items 鈥 Sort your sent items and delete any emails that are not needed. Move important sent items to a system of record, or to a subfolder in Outlook so the remaining sent items can be deleted.
Email Records
An email message constitutes an official record only when the document is made or received in connection with the transaction of University business. An email that provides evidence of a department's activities, events or business transactions for operational, legal, regulatory, and/or historical purposes is most likely a record.
Electronic files are particularly fragile due to hardware and software obsolescence, unstable media formats and the ease with which files can be erased either knowingly or unknowingly. A consistent backup plan is essential to the preservation of digital materials. Long term preservation requires migration across software versions and media formats. A good file structure is a structure that helps you keep, find and contextualize materials.
When choosing a folder title, it is important to use a name that accurately describes the documents you will file there (e.g. 鈥渢ravel requests and reimbursements FY 2026/2027鈥). Try to use consistent spelling and vocabulary that others can interpret fi they need to. Avoid using obscure acronyms and abbreviations when possible. Check that your categories do not overlap.
Most people find a multiple level system of folders and subfolders useful. To the extent possible, folders at a given level should not be overlapping, and they should relate to the nature of documents created and your records retention schedule when possible. For example: your main folder may be Course Evaluations, with subfolders of Course Evaluations Fall 2025, Course Evaluations Spring 2026, etc.
If files are being stored on a shared network server, organization schemes and folder titles should be set up in consultation with system administrators and others accessing the network.