| Question / Issue |
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| How long do I keep electronic records? |
| Answer / Solution |
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| Electronic documents are any documents that are created, stored, or used on a computer without being printed out on paper. They are retained based on content, just like paper documents. Consult your retention schedules or contact Records Management at x2319 for guidance. College records management policies do not distinguish among media. A document still has the same meaning, whether it is in email, a word document, paper, or on microform. All policies that govern the amount of time a document must be kept apply to all types of documents, no matter what their format. Users should consult records management staff in regards to how records management policies apply to material contained in electronic mail or other electronic documents. Email and electronic document users and those in possession of College records in the form of electronic mail or electronic documents are cautioned to be prudent in their reliance on electronic formats for purposes of maintaining a lasting records. Electronic documents should be transferred to a more lasting medium/format where long-term accessibility is not an issue. When in doubt about how to maintain long-term electronic records, users should contact College records management staff for guidance. |
FAQ ID # 2052
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