Work in progress on the new document management program

The University of Oregon has begun implementing a new records management program that will provide employees with clear information about records retention and ensure that the important work done by faculty and staff is preserved, work that , over time, becomes the legacy of the university.

Modern records management procedures will build resilience in the event of a disaster and help the OU mitigate reputational and financial risks, in addition to eliminating some inefficiencies. Many other institutions, including the University of California system and the University of Washington, have introduced similar programs.

In February, campus officials were asked to designate an archives manager for each unit. This group of stewards will help introduce updated record keeping practices across campus. This year, records managers will work with the records management office to develop unit-level procedures for record keeping and inventory of physical and electronic records.

Next year’s program will focus on best practices for managing email, archiving or disposing of records, understanding the record keeping capabilities of university software systems, and developing of a vital records program.

All faculty and staff are invited to attend one of eight general information sessions to learn more. The first session will be March 12 at 9 a.m. in the Erb Memorial Union Diamond Lake room.

No registration is required. Future dates, times and locations are available on the project website, which includes frequently asked questions, a timeline and a project overview. To learn more, visit recordsmanagement.uoregon.edu