The UMass Boston Record Retention Schedules were created for paper records, but anything on the retention schedules can apply to digitally scanned records as well. Thank you for your interest in Jimerson Birr, P. Program and education records can be kept until administrative use ceases. To transfer through FTP, complete the transfer form for digital records and contact the University Archives to make arrangements before transferring the records. It is recommended to include some description about the website within its main webpage.
Section 9: Retention and Disposition of Electronic Records.
and accountability requirements of the Massachusetts Public Records Law, G. L. c. For purposes of these Guidelines, electronic records include, but are not limited to, records.
Video: Electronic records management guidelines mass Electronic Records Management 101 - From Planning to Deployment
The Public Records Division: Public Records Law arbiter, record-keeper for certain government records, Electronic Records Management Guidelines (PDF ). Massachusetts Archives and the Supervisor of Records. Edition.
Records Retention FAQ University of Massachusetts Boston
Appendix: Electronic Records Management Guidelines.
Once a year the Records Administrator Darryl Mayers, will call for records that have passed their retention period to be disposed of. A snapshot is not considered a back-up copy of the system; rather, it is a digital record that will be readable on other platforms.
This means that management of electronic mail is not part of the system design, rather e-mail needs to be managed by understanding what types of records are created using e-mail communication systems.
A Record Owner is the department responsible for keeping the original record. The strategy each department employs in the management of web-based records will depend on the available resources as well as legal and administrative requirements of the department.
The retention period depends upon the subject matter of the e-mail, and should be addressed elsewhere in the corporate document retention policy.
At the Massachusetts Municipal Personnel Association meeting on March 7 Electronic Records Management Guidelines can be found at. Massachusetts.
Guide for Managing Electronic Records Brown University Archives
However, a guide recently published by the supervisor of public records for state agencies (Electronic. Records Management Guidelines).
If the department is not using boxes for long term storage one data entry can equal an entire filing cabinet, a filing cabinet drawer, or storage container.
Contracts: Written, 5 years; Oral, 4 years. The sixth column is the Owner column and it explains who is responsible for keeping the original records.
The University conveys much information and conducts many of its administrative activities via the web. One of the most difficult aspects of the current electronic mail systems is that the systems are not designed as recordkeeping systems. While it is certain that technologies will continue to change, the preservation or the "archiving" process will be more efficient when there is consistency and standardization embedded in the creation of the original web file.
It is best practice to create a documentation trail when files are migrated from one system to another, and this documented trail file should include: systems and software specifications, date of migration, name and job title of person responsible for migration, and description of any loss of information that may occur during the migration process.