**currently in draft form**
The University Archives and RIMS (Records and Information Management Services) will work together to manage, curate, and preserve electronic records created by administrative units. For both paper and electronic records, units should follow RIMS’ policies and procedures to ensure compliance with the Illinois State Records Act and the University of Illinois Board of Trustees General Rules relating to university records. Records that have met their retention period should be assessed to determine whether they can be disposed of (with State approval) or transferred to the University Archives for permanent retention and preservation.
Units should be referred to Transfer Guidelines for Office Records and complete the University Archives Records Transfer Form. In most cases, the University Archives and RIMS will need to schedule a time to meet with the unit in order to assess the records. Access policies will be developed for records with restricted content. Current restricted access policy documentation includes:
Chancellor's Office Subject File, RS 24/1/1 and 24/1/2
For email records, units should be given the Email Transfer Form to arrange for the transfer of email records of administrators, faculty, and staff to the University Archives.
Accessioned content should be moved to the Unprocessed directory on the storage server: \\storage.library.illinois.edu\UA\UA\Unprocessed. In the Unprocessed folder, the content should be placed in a directory with the seven-digit (numeric) collection identifier from Archon e.g. 1519030 for 15/19/30, in either the New Accessions or Accruals folder.
Once you add content to the storage server, make a note of the material on the New Accessions/Accruals tracking spreadsheet.