University records in digital formats are subject to the same retention and disposition instructions as records in other formats. The important factor in records management is information not format. Digital records should be evaluated using the General Records Retention Schedule.
The following information is general guidance to help you understand more about digital records management. Please contact us to discuss your specific situation in more detail.
Born-digital vs. Scanned to digital
Organizing Digital Records
Storing Digital Records
Moving to Digital Recordkeeping
If you are interested in phasing out paper files and keeping only digital records, you can do so.
We recommend that you:
How do I know if an email is a record?
If an email message is determined to be a record, then it must be maintained within a recordkeeping system and should be retained or deleted according to the Retention Schedule. At this time it is the responsibility of each employee to manage their email records.
It can be overwhelming to manage email records. The following strategies may be helpful:
If your email is scheduled to be sent to the University Archives, we'll work with you on the transfer process. In general, you'll export the selected folders and/or emails from Outlook for transfer.
What digital records should we send to the archives?
I found floppy disks in my office, but don't have the hardware to access the disks to review the files. Can UARMS help?
My unit is getting a new content management system or document management software. Do we need to manage those records? Do you have advice for selecting a system?
To schedule a consultation, please email us at email@example.com.
During the consultation, we will review the digital records form, learn more about your technology environment, and discuss strategies for managing records across your team and/or transferring records to the archives.
UNC websites and UNC social media accounts are considered university records and many will be preserved for historical purposes.
The University Archives uses a service called Archive-It to archive UNC websites and some social media content. If your department is creating or significantly changing a website or social media account, please contact us by email. If we haven't archived your unit's website, please email us to nominate a website for archiving.