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Please note that these guidelines focus on the I drive, not on traditional paper files which may also require weeding and organization. While some of the guidelines listed here are also applicable to print records, it is recommended that the full Records Management Policy be consulted for guidelines for print records.
The CDM Working Group recommends CDMWG recommends that each department schedule a session with the University Archivist for a personalized review of the Records Management Policy and to answer individual questions on applying it to applying the policy to print and I drive files that are specific to your department. Please contact Lindsey Loeper at lloepe1@umbc.edu or x56290 to arrange an appointment.
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2. Within each department's I drive there should be two folders created:
- Trash: Place files in this folder that you believe are no longer needed (deaccessioned). They can then be reviewed by co-workers or the department head. Files should be held in this folder for 6 months; if they are needed in that time then the file should be removed and stored in the appropriate folder. After 6 months the folder contents should be deleted. It will be helpful to sort this folder by date to aid in locating files that have reached the six month review period.
- Archives: Places Place files in this folder that need to be retained but that are no longer being actively used (inactive). Refer to the retention periods in the UMBC Records Management Policy for assistance. At this time there is no policy for electronic records. It is recommended that after the file has been determined to not be actively needed that the file should be transferred to the University Archives or deleted, as specified in the Records Management Policy.
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