University records include those in electronic format. They may be retained in a variety of formats. Also, they may be printed out and filed as paper records. Although electronic format records are in a different physical format than paper records and, therefore may require special handling, it is important that administrative, financial, legal, and historical concerns be addressed during their creation, maintenance, transfer, and disposition. Please refer to the general information (pp. 6-8) for the basic concepts.

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 Archives 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 deleted.
3. Electronic records which are transferred to the archives in electronic format must include an external label, also indicating operating system requirements necessary to access, read, and preserve the records.
4. Before transfer to the archives all electronic records should be reformatted or upgraded so they are compatible with the latest version of the software and hardware.
5. Because of the rapid changes in computer hardware and software, important electronic records of permanent value should be accompanied by a paper hardcopy.