Learn about performing general upkeep of your files and being aware of mandated retention and disposition.
After taking the time to organize your files, commit to maintaining your system. Dedicate some time each year to review your folders and files and make changes as needed. Use the following questions to structure your review.
Identify folders and files that have been added since your last review. Do they follow your taxonomy? Should they be moved or renamed?
Consult with your users and check last modified dates to understand which files are currently being accessed.
Some files, such as drafts or temporary documentation, are useful only for a limited time. If these files contain unique information that might be useful in the future, save them. However, if they are redundant or unlikely to be used again, delete them.
Important! Your institution likely has retention policies that must be followed. Some files must be permanently retained, while others should be retained only for a certain length of time and then destroyed. See the Mandated retention and disposition section below.
Files that are no longer in use can clutter your system and make current files harder to find. However, outdated files may still be useful as reference material, now or in the future. Here are some options for storing unused files within your file system:
Be sure to update your documentation accordingly!
Note: Your institution may have policies regarding where files can be stored. For example, see Iowa State University's file storage options.
Certain files that are no longer in active use or have met their retention may be donated or transferred to your institution's archives for permanent retention, preservation, and access.
Contact an archivist to learn more about what records can be donated or transferred to the archives, even if they aren’t expressly written into mandated retention.
Your institution likely has policies and guidelines surrounding the retention of files. It is crucial to review these policies before performing maintenance on your file management system.
"The University Records Retention Schedule exists to provide the university community with guidance on the retention and disposal of university records. The schedule supports the university's Records Retention Policy and establishes retention periods based on the content and purpose of university records."
"The University Archives will accept the transfer of university records which are scheduled for permanent retention only (see Records Retention Schedule). It will not accept records which are scheduled for destruction. University records considered for transmittal to the University Archives for permanent retention must be reviewed by the University Archivist prior to transfer acceptance. Donations of manuscript collections and rare books must be approved by curator before transfer."
Consultations are also available by request.
Megan O'Donnell, Research Data Services Lead
Heather Campbell, Head of Metadata Services
The library's collections and services are available to all ISU students, faculty, and staff and Parks Library is open to the public.
