Data Security and Stewardship Committee
Cordelia Camp 101a
Wednesday – January 21, 2009
Present Larry Hammer, Debbie Justice, Mary Ann Lochner, David Onder, Bil Stahl,
Mike Stewart, and Scott Swartzentruber
Absent Pam Buchanan, Steve Christison, Lisa Gaetano, Debbie Justice, Scott Koger,
David Onder, and Leila Tvedt
Recorder Jenny Owen
General Discussion –
Record Retention
and Disposition
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Action Items
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The Data Security and Stewardship Committee (DSSC) discussed the need for
guidance and/or guidelines for email retention on campus. They also
acknowledged the need for an overall record retention and disposition schedule,
not only for emails, but also for paper and electronic files.
Mary Ann Lochner said there is a record retention and disposition schedule
published by the NC Department for Cultural Resources. She asked the
committee to be thinking about how to get information to the campus community
about email retention.
One suggestion on how to deal with record retention and disposition was to use an
enterprise-wide digital imaging system to convert paper files to an electronic format;
however, there aren’t enough funds in the budget to purchase the additional
storage space that would be required to do this. Bil Stahl said his IT Roadmap
document addresses the issue of acquiring an enterprise-level digital imaging
system. Even though there are serious budget issues this year, he felt it would be
beneficial for the Executive Council to start thinking about this.
Scott Koger offered to look at other institutions and organizations outside of North
Carolina to see what they are doing regarding record retention and disposition and
maybe develop some type of best practice documentation based on that.
Koger also suggested asking each “office of record” to identify what documents they
are responsible for keeping, and have them create a record retention and
disposition schedule for their specific offices.
Stahl suggested creating a podcast that people can view to learn how to properly
secure files (paper and electronic) in their offices.
Lochner will forward to committee members the email she received from Cultural
Resources.
Bil asked Larry Hammer to follow up on his suggestion about forming a task force
comprised of department heads and/or their administrative staff to draft some type
of record retention schedule and disposition template for academic-related records.
Stahl asked Jenny Owen to identify major categories from the UNC General Records
Retention and Disposition Schedule that would be applicable to most departments, and
email to the committee for review.
Stahl agreed to review the university’s email policy to see if it needs any revisions
related to email retention.
Stahl will also talk to Shandon Bates (director of Systems & Operations) to see
what is technologically possible for email retention.
Announcements
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Stahl has a meeting scheduled with several folks from the Data Standards
Committee to talk about the issue of how to address duplicate identifiers in
Banner.
The ITPC is now part of the Executive Council. They will be meeting with the
Executive Council once a month.