Contact Special Collections and University Archives with questions about records management, electronic records, web archiving, digital preservation, and searching and using archival records.
Use these questions to map out how your organization works and how it creates and uses records. Take stock: Do your systems fit the work you do, who does it, and how you do it?
| Assessment Category | Questions to Ask |
|---|---|
| What does your organization do? | What are the main programs and activities? What is the structure? What external organizations do you collaborate with or report to? How do you document these programs, activities, sub-units, and collaborations? |
| Where do you manage records? | What systems and spaces do you use to manage information? What workflows and routines, such as backup, do you use? Who has access to which systems and spaces?
|
| Who does what? | Who is involved in each program, activity, and collaboration? Who uses each system and how? |
| How do you manage records? | What guidelines or policies do you use to manage records, files, and data? How do you train, on-board, and off-board participants? How do you start and end programs and activities? What happens to old or inactive content? How do you track versions of records, files, and data? How do you name files? |
| What records do you manage? | What records do you create and receive?
Who uses the records? How? For what purposes? How long is it useful to retain the records of your programs and activities? What records do you manage in each space or system? |
| Personal or sensitive information | What programs and activities involve personal or sensitive information? (such as personnel files, human subjects research data, student records, health information) How do you manage personal or sensitive information?
Who are these records about? |
Answer the following questions using the university records schedules.
