Retention
A list indicating record types and the length of time each is to be maintained and subsequently disposed
What is a retention schedule
Alphabetical, chronological, subject
What are types of filing systems
Movement of records to a permanent storage location
What is an archives transfer
An individual's working space and place for personal files and bookmarks; remains personal until shared
What is OneDrive
Cannot be replaced and should not be destroyed (deeds, tax returns)
What are vital records
Data that can be used to distinguish or trace an individual's identity
What is PII, or personally identifiable information
A document that conveys information about a collection, including the inventory and arrangement of the records
What is a finding aid
MPRB-wide communication and storage platform
What is PBIntra
The recommended format for use of dates in file names
What is year-first, or YYYYMMDD/YYYY-MM-DD
Have no future value and may be destroyed once they have been used (chats, notifications, etc.)
What are nonessential records
A document used to manage records; a list of records created and/or maintained within an office or department, where and how they are stored, how long they are kept, and who is responsible for them
What is a file plan
Records produced by an organization which are saved permanently, therefore documenting the history of the organization. MPRB examples are Board minutes and budgets
What are institutional records
Replaces divisional drives; the primary storage location for a division or department's shared files
What is a Document Library
The General Records Retention Schedule for Minnesota Cities, March 2021
What is the MPRB-adopted retention schedule
Records that are frequently used or referenced
What are active records
Records that are created by an individual, usually around a specific topic or theme. MPRB example is the EBWG Florilegium
What is a manuscript collection
A communication and collaboration platform for work done across departments and divisions
What is Teams
A document library that is accessible to all MPRB staff but which retains documents for only one week
What is the Transfer Drive
1. Creation
2. Use & maintenance
3. Disposition
What is a records lifecycle
An acronym to help staff remember which files to reduce in a filing system
What is ROT, or Redundant, Out-of-date, and Transitory documents
Examples are at the Minnesota Digital Library and Hennepin County Library
What are MPRB Digital Collections
The maximum number of characters in a file path
What is 260
Social security numbers, passport number, bank account numbers, driver's license or state identification numbers
What are examples of SPII, or Sensitive Personally Identifiable Information