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POLICY AREA/CATEGORY: Records Management and Retention
Does UO have an existing policy in this area?
Yes, its based in Oregon Administrative Rule Chapter 166-005 through 030 and 166-475, and Oregon Revised Statute 192 and 357.
Guidance on born digital records that have a retention period of 100 years or greater is not addressed in the current OAR, based on advice received from DOJ. Conflicting advice comes from the Public Records Administrator (State Archivist). Basically, there are two interpretations of OAR 166-017-0080 regarding the requirement of paper or microfilm copies of permanent records. DOJ says only for those that had original paper, not for born-digital and State Archives says all permanent records are required to have a paper or microfilm copy.
Is this area addressed in Oct 2005 draft?
yes and no — The areas need to be clarified in the document – for example, look at section 14 (Application of Public Records Law) and section 15 (Records Retention). Procedures are needed to clarify these statements.
Are we aware of other campus or OUS groups working on this policy?
University Archivist at OSU and UO Electronic Records Archivist are working on an e-mail policy for OUS.
NEW QUESTION
Are we aware of “best practice” examples from other campuses?
University of Edinburgh Records Management Policy Framework
University of South Dakota Electronic Records Management draft policy
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