STATEMENT

University records include those in electronic format. They may be retained in formats such as digital cassettes, magnetic tape, or floppy disk. They also may be printed out and filed as paper records. Although electronic format records are in a different physical format than written records and, therefore, may require special handling, it is important that legal, ethical, and archival concerns be addressed during their creation, maintenance, and disposition.

Responsibility of the Units Generating the Electronic Format Records

1. Electronic records of any type must be effectively documented and the individual items must be identified by internal and external labels. Early consultation with the AUARC in these matters is highly recommended to ensure the ability to retain historically valuable information which would be very difficult to ascertain otherwise.

2. Only electronic mail of an executive or non-routine nature should be retained. Routine and junk electronic mail, such as systems notifications, mass mailings, and delivery and read receipts should be processed and purged.

3. Electronic records which are transferred to the archives in electronic format must include an external label, also indicating systems documentation necessary to access, read and preserve the records.

4. Before transfer to the archives all electronic records should be reformated or upgraded so that they are compatible with the latest software and hardware.

5. Because of the rapid changes in computer hardware and software, very important electronic records of permanent value should be accompanied by a hardcopy.

For information concerning the responsibilities and procedures of the Andrews University Archives and Records Center especially in recognition of the sensitive content of some of these records, see section II, 1.2 and II, 1.3.