Managing Electronic Records

Electronic documents are any documents that are created, stored, or used in digital form without being printed out on paper.

College records management policies do not distinguish among storage media - it is the information in the document that determines its value.

Information in a document still has the same meaning, whether it is in email, a word document, on paper, or on microform.  All policies that govern the amount of time a business record 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 business records in the form of electronic mail or electronic documents are cautioned to be prudent in their use of electronic formats for storing and maintaining business records for the long term.  Electronic documents that need to be stored more than two years should be transferred to a more lasting medium/format like paper or microfilm.  When in doubt about how to maintain electronic records for the long term, users should contact College Records Management staff for guidance.

For information email or call 937-512-2319.