What Information you have and where you should keep it!

 Program materials  News materials  Newspaper  Radio  TV  Pictures  Newspaper clippings  Milestone materials

 Electronic materials  Blogs  Tweets  Born digital materials  Items of historical nature  Items related to policy change/management/development

RECORDS MANAGEMENT ESTABLISHMENT AND AUTHORITY  The mandate of University Archives & Historical Collections (UAHC) was founded on a resolution of the MSU Board of Trustees, as recorded in the minutes of November 21, This resolution claims all records reflecting the official activities of university officers and offices are the property of Michigan State University and that such property could not be destroyed without the approval of the director of archives.

ELECTRONIC RECORDS MANAGEMENT  Electronic records management applies the same principles of paper records management in an electronic environment. Many of the traditional paper records now are found only in an electronic or digital format.

 Information being lost  Information walking away  Information being unfindable  Electronic information not being valued

 File folders (paper or electronic) need to be managed  Sort  Discard – delete, destroy as appropriate  Submit to Knowledge Repository or Archives  Know your records management schedules  Send your materials to MSU Archives

Formal list of record retention: What is important to know? Historical, of importance to MSU Shows policy changes Financial and Personnel records are different

 Official correspondence, annual and summary reports, final grant reports, policy statement and procedures  Speeches, presentations, and recorded performances and events  Meeting minutes and agendas  Publications such as newspapers, research articles, newsletters, brochures, programs, and posters

 Films, recordings, tapes, and photographs including samplings of material created for teaching programs (electronic or paper format)  Program syllabi, curricula, and instruction notes  Keep these one year, and if not using them as a base for another program, send to archives

 Extensions archive  Accessible  Searchable  Current and historic  First line of saving any electronic materials  Paper ?

 Don’t forget  AoE files  County files  District files  Institute files  Program Area files  Portal and Sharepoint files  Other online files (Utube, Twitter, Blogs, Facebook)

 For more information, help or to add files contact:  Cindy Straus,  221 Ag Hall, MSU  x 198