Through collaboration between Information Technology and the Records Management Coordinator, a process has been developed and implemented that will allow for the monitoring and tracking of information and data across applications here at the College. This process incorporates the General Records Disposition Schedule for the State of Oklahoma to both identify key records and retention periods. IT has opened a secure shared drive with the Records Management Coordinator in which to share data and reports. These reports will include data from all of the different data classifications as defined by Information Technology. Additionally, these reports will be pulled based on the following criteria in relation to their stipulated retention period:
- Stale data
- Last modified date
- File age
- File size
These reports will be cataloged in a series of folders in the shared drive that mirror the different departments at the College. As reports are added to the folders, the Records Management Coordinator will review the reports, match the data to the relevant retention series, and process the appropriate paperwork needed for disposal of the electronic records.
