DARS Team Nears Completion of Document Retention Strategy Project
Historically, the Office of the Registrar’s (RO) Encoding Services Team has maintained documentation in many locations, including: JIRA, Box, Google Drive, and the RO’s Shared Drive. This led to inconsistencies in organizational practices and lacked searchability. To address this, the Encoding Services Team is in the process of implementing a new Documentation Retention Strategy that limits the number of locations documentation is being maintained, provides organizational guidelines, and greater searchability. This strategy also includes the implementation of record retention and disposition schedules, which offers easy maintenance and long-term sustainability.
This strategy consists of a JIRA environment for any working documentation produced during the implementation of new projects, and a Microsoft PowerApp with buckets for policy information, business process documentation, and a query dashboard. Related documentation in each environment can be linked together, improving navigation.
All newly created documentation is being saved in accordance with this new strategy. The Encoding Services Team is working to finish the migration of existing documentation. We anticipate completing this work by the end of Fall Semester 2020.