How to: Manage Digital Records

After you have created a file naming schema and hierarchical structure, the next step is maintenance. This step is often overlooked but digital files can become out of control if they are not maintained. Consistency is key to ensure maintenance does not become time consuming.  Some maintanence tips include

• Establish a schedule to review digital files.  This can be monthy, quarterly or annually.  Consistency is more important than frequency and should be set for what works best for you or your office.  Once you've established a schedule, set a reminder on your calender. 
• Set realistic and achieveable goals especially when dealing with large datasets.
• Ensure all file names follows your schema, check to see if files are in the appropiate folders and create new folders as necessary, and check your computer's desktop or downloads folder for any items that should be "filed."  Also, you should compare duplicate files and keep the most updated copy.
• Determine which records are no longer needed and either transfer to the Holy Cross Archives or delete.
• Prioritze reviewing large files especially if storage space is a concern.

While it's tempting and easy to save all digital files, it is not best practice BUT you don't want to go to the other extreme and delete everything.  It is important to make thorough and thoughtful decisons before deleting any digital file.  Here is some criteria to consider before deleting a record:

• Does the file contain personal identifiable or senstive information? If yes, is it necessary to keep for business or legal purposes?
• Are you or your office the record's creator of origin or responsible for maintaining it?  If no, delete. 
• Is the item the most updated version? Is it necessary for business or legal purposes to keep multiple versions of the same record?
• Does the record pertain to the business of the college? 
• Should the item be stored elesewhere, i.e. a depatment shared drive or a specific database?

If you are unsure about deleting a particular record, create a "To Be Deleted" folder and make a decision at a later date. 

Copies

It's easy to create copies of digital files and sometimes it can be done invertly.  Do not keep mutiple copies of a record unless there is a valid buisness or legal reason.