Albin O. Kuhn Library & Gallery
Scope: Documents created digitally for Library business, excluding email. Library units may determine exceptions which are ephemeral or for single use. Guidelines on documents created in Wikis and other shared authorship software are in development.
Identification: All documents must identify their:
This identification must show on printed copies, as well as on any electronic copies.
Backup: Copies must be saved on a campus supported drive, i.e. a shared drive backed up routinely by the Office of Information Technology (OIT). Examples of such drives as of this guideline's creation date are:
F: for web-accessible documents
H: for individual's documents
I: for documents accessible by more than one employee
It is not recommended to keep even working copies of documents on your desktop computer hard drive.
Large data files of critical importance (slide library database, digitized works from Special Collections, etc.) must have an additional backup established, periodically updated, managed and monitored by Library Information Technology Services.
File Structures: Some file structures are more conducive than others to finding documents and archiving. It is the responsibility of each Library unit to establish and maintain their file structures for efficient retrieval and archiving. The following principles are recommended:
Archiving: Online documents may be deleted on the same schedules and standards as paper documents (see UMBC Policy on Records Management). Until a campus policy on the archiving of born digital documents is adopted, use the following procedures govern Library documents which may or may not be eligible for deletion. One goal of these procedures is to avoid labor-intensive processing and weeding of files.