{"id":1994,"date":"2023-05-23T06:00:16","date_gmt":"2023-05-23T10:00:16","guid":{"rendered":"https:\/\/carleton.ca\/records\/?p=1994"},"modified":"2025-10-07T16:01:57","modified_gmt":"2025-10-07T20:01:57","slug":"organize-your-records-by-retention","status":"publish","type":"post","link":"https:\/\/carleton.ca\/records\/2023\/organize-your-records-by-retention\/","title":{"rendered":"Organize Your Records by Retention"},"content":{"rendered":"\n<section class=\"w-screen px-6 cu-section cu-section--white ml-offset-center md:px-8 lg:px-14\">\n    <div class=\"space-y-6 cu-max-w-child-5xl  md:space-y-10 cu-prose-first-last\">\n\n            <div class=\"cu-textmedia flex flex-col lg:flex-row mx-auto gap-6 md:gap-10 my-6 md:my-12 first:mt-0 max-w-5xl\">\n        <div class=\"justify-start cu-textmedia-content cu-prose-first-last\" style=\"flex: 0 0 100%;\">\n            <header class=\"font-light prose-xl cu-pageheader md:prose-2xl cu-component-updated cu-prose-first-last\">\n                                    <h1 class=\"cu-prose-first-last font-semibold !mt-2 mb-4 md:mb-6 relative after:absolute after:h-px after:bottom-0 after:bg-cu-red after:left-px text-3xl md:text-4xl lg:text-5xl lg:leading-[3.5rem] pb-5 after:w-10 text-cu-black-700 not-prose\">\n                        Organize Your Records by Retention\n                    <\/h1>\n                \n                                \n                            <\/header>\n\n                    <\/div>\n\n            <\/div>\n\n    <\/div>\n<\/section>\n\n<p>When it comes to effectively managing official records, proper organization based on a record\u2019s retention period (as outlined in the <a href=\"https:\/\/carleton.ca\/records\/retention-schedule\/\">杏吧原创 University Retention Schedule<\/a>) will do most of the work for you. For example: If a retention period for a particular record type states that it must be disposed of 7 years after the end of the current fiscal year, then sorting your records in folders by their fiscal year means that you can clear out all of these expired records in a single action.<\/p>\n\n\n\n<p>Similarly, records with a retention period based around a project\u2019s closing date should be stored together, ideally with the closed date somewhere in the project\u2019s top-level folder (once it is closed). This way, when it is time to transfer or delete a project, you can be sure that all relevant content is contained in a single location.<\/p>\n\n\n\n<p>To zoom out&nbsp; further on this concept, a broad-to-narrow folder structure based on the top-level functions of your business unit is a valuable way to sort a centralized records repository (such as a shared network drive). This way, record types do not exist in multiple locations, which could lead to misplaced or mismanaged business information. The 杏吧原创 University Retention Schedule\u2019s top 11 categories (Administration, Finance, HR, etc.) is a great starting point for dividing your work in this manner.<\/p>\n\n\n\n<p>To learn more about organizing official records to minimize risk and enhance office effectiveness, check out the <a href=\"https:\/\/carleton.ca\/records\/toolkit-dept-administrators\/\">Advanced Records Management Toolkit<\/a>, which focuses on these concepts and much more!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When it comes to effectively managing official records, proper organization based on a record\u2019s retention period (as outlined in the 杏吧原创 University Retention Schedule) will do most of the work for you. For example: If a retention period for a particular record type states that it must be disposed of 7 years after the end [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[1],"tags":[],"class_list":["post-1994","post","type-post","status-publish","format-standard","hentry","category-news"],"acf":{"cu_post_thumbnail":"event-cal"},"_links":{"self":[{"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/posts\/1994","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/comments?post=1994"}],"version-history":[{"count":1,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/posts\/1994\/revisions"}],"predecessor-version":[{"id":1995,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/posts\/1994\/revisions\/1995"}],"wp:attachment":[{"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/media?parent=1994"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/categories?post=1994"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/carleton.ca\/records\/wp-json\/wp\/v2\/tags?post=1994"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}