Electronic documents are also subject to the same records retention schedules which govern paper-based records. Even though electronic records present fewer problems in terms of physical storage space, appropriate measures should be taken to comply with records retention schedules. Electronic records, including email, pose the same kinds of litigation risks as those associated with paper-based records.

Electronic records are to be maintained by the Records Originator on the appropriate system or database, or on the computer on which they are created for the duration of the Retention Period and in accordance with the Georgia Tech Data Governance and Management Policy.

Electronic records are to be securely deleted in consultation with Records Management so that deletion can be verified and documented on the Destruction Authorization form. Electronic records must be destroyed in a manner which ensures that the information contained within cannot be recovered.

Electronic records management will require collaboration between users, Records Management, Data Governance, and OIT.

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