Electronic Records
Generally, the same sorts of principles for managing records apply whether they are in paper or electronic format. Whether or not you keep a file, and how long to keep it, depends on its value, subject, and function. But managing electronic records involves a few additional considerations.
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Establish a folder structure that allows you to easily locate and contextualize documents. It may make sense to align the structure with existing paper filing structures or with applicable retention schedules.
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Name files in a consistent way, always including the date and enough information to describe the content of the file, e.g.: "RMAG_minutes_2012-05-12.docx." Underscores or different capitalizations work well for distinguishing between words, but periods do not.
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For files that are to be retained longer than 5 years or so, file format obsolescence will become a problem. More sustainable file formats should be chosen accordingly. Contact the Archives for guidance.
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Email messages which document a transaction, the formulation or interpretation of a policy, the substantive business of your office or department, or the historical development of Lawrence programs are also records and should be retained in accordance with existing retention guidance. In general, we recommend that you retain record emails on the server and file them in appropriate folders in your inbox. Do not delete emails that may require longer retention to stay under your inbox space quota.
(From Lawrence University RM site)
