Working Remotely? Up Your Digital Records Management Game

By Jackie DiOrio. When working remotely, keep in mind that any records created or received on any device belong to the Regents of the University of California, and all UC records on personal devices are subject to eDiscovery and California Public Records Act requests.

So, even though you’re at home, you are still creating UC records. Now is the perfect opportunity to hone those digital records management skills.

1. Remember privacy. It is your job to protect confidential items from being exposed. Avoid saving confidential items to personal devices and be cognizant of the location of your printed materials.
2. Store appropriately. Save files to an approved shared-storage location, and provide access permission to other authorized personnel as appropriate.
3. Know retention periods. Consult the UC Records Retention Schedule to find out how long you should keep certain records, especially those common to your area. If you have questions, contact your location’s records management coordinator.
4. Develop consistent folder and file naming standards. Create a logical set of folders and file names that help you know where to store and retrieve records.
5. Recognize historical records. Be aware when you’re creating a record that documents a decision or program activity. This could be a permanent historical record. Many records related to UC’s decisions around COVID-19 could be very important in the future.
6. Avoid multiple copies. Be conscious about what you’re putting on a personal device. Try to avoid creating copies of records in various places that you will need to manage.
7. Purge old files. Go through your electronic files and purge the digital ROT (redundant, obsolete, or trivial materials)! A big aspect of records management is getting rid of materials you don’t need – like old drafts.
8. Don’t leave UC records at home. When you return to working on site, be sure to bring back any hard copy records you may have taken home. Remember to delete any UC records you’ve saved to a personal device once you’ve uploaded them to an appropriate UC location.

If you have any questions, please contact your location’s records management coordinator.

Jackie Diorio, CRM, is lead records analyst, Information Technology Services, UC Office of the President. This article was endorsed by the UC Records Management Committee.