Cybersecurity awareness is necessary in all aspects of operating in a digital world. As we continue to evolve, we want to ensure you have the resources needed to successfully manage your data. Please use this resource sheet as a guide.
Participating in Digital Cleanup Day is one way you help our security teams protect the university’s data. This means taking time to organize your inbox and go through other tools such as OneDrive, Teams and SharePoint to delete unnecessary files and properly store files. It is important to be mindful of the proper ways to store sensitive data and to follow University Retention Authorizations guidelines. By participating in our university’s digital clean-up day, you are helping us to:
- minimize legal exposure since retaining records longer than required is as much a legal liability as destroying records prematurely
- help to minimize the amount of data lost in the event of a privacy breach
- eliminate duplication, frees up space in filing cabinets and on the network
- reduce your office footprint and reduce storage and maintenance costs
- increase work productivity and efficiency in information search and retrieval
Frequently Asked Questions
What is a record?
A record is any information related to administrative work or operations, fiscal data, historical information or research and legal or evidence-based materials. If you are unsure if an email qualifies as a record, review Electronic Records Management or contact umrecordsmanagement@umsystem.edu.
How long should I keep my records?
Visit the UM System Records Retentions Authorizations Guide to identify the specific timelines for your department records.
Where should I start when cleaning out my inbox?
Guidelines for cleaning out your inbox
Who can I contact for information relating to digital & record management?
If you are unsure if an email or digital record qualifies as a record, review the university’s Records Retention Authorizations or contact umrecordsmanagement@umsystem.edu for assistance.
Reviewed 2024-02-28