OVERVIEW: For 2 years the KSU Records Management department has worked with our IT Department to remove inactive and obsolete data from various software systems. We had a lot of structured data in various systems across the university and departments tended to data hoard. The annual budgets for these systems were increasing with each year but the people in these departments were hesitant and very reluctant to delete any data. There was no procedure or process in place that departments could reference to feel confident they were doing correctly disposing data and had permission to do so.
Partnering and working with other departments on campus, we were able to gather the necessary information to apply retention to our data systems. Our department created a form with all relative information (type of data, retention recommendations, what its used for, upstream and down stream users, and receive signature from data trustees and stewards, legal, IT for disposal approval) after all information is compiled. IT removes the data, and the records department maintains the record/completed form of the disposal. We now have an established work process for departments to follow; there is also less hesitancy to have data removed.
Offering/Objectives include:
- Walking through the data disposal process (from notification, review, approval, disposal).
- Discussion about working with and getting buy in from the data governance, IT, and legal departments to create a process and form.
- Risks of data hoarding.
Attendees of this session will learn:
- How to start their own program for disposing of data
- How to gain trust and partner with various departments for data disposition
- The benefits of removing obsolete data
GARA CERTIFICATE CORE COMPETENCY AREAS: "Retention and Disposition" OR "Digital Repository Management"
TARGET AUDIENCE: Federal, Tribal, State, Local, University
FOCUS AREAS: Archives, Records, Technology
PRESENTERS: Amber Smith, Records Manager, Kennesaw State University and Tamara Livingston, Executive Director, Museums, Archives, Rare Books and Records Management, Kennesaw State University