Records Management - Google Drive - Knowledge Base - Virginia Commonwealth University

Summary

This reference outlines the retention/destruction periods for Google Drive files and management responsibilities of the faculty and staff members. Regardless of platform, university records must be retained and destroyed in accordance with university policy, Virginia state law and retention periods set by Library of Virginia guidelines.

Environment

University Google Drive for faculty, staff members and team/process-based shared drives.

Solution

Requirements
Responsibilities
Tips and Tricks
- File Plans and Indexing
- Recommended Examples
Destruction Eligibility
Determining Timeframe and Volume
- Windows Devices
- MacOS Devices
Determining Timeframes

Requirements

Each department is responsible for managing files on their Google Drives in accordance with the university’s record management policy and procedures. If you are unsure how long data must be retained, please refer to Records Ownership resource for records retention periods as well as training material on the state-mandated records destruction approval process.

Prior to destruction of official records, a record destruction request (RM-3) must be submitted to and approved by the Records Management Office.
Records cannot be destroyed if there is an ongoing or pending audit, investigation, litigation, FERPA or FOIA request.
Records cannot be destroyed until those retention requirements have been met if there are superseding authorities that dictate retention and recordkeeping practices e.g. accreditation, contract terms.
Convenience copies are not to be reported on the RM-3 and can be purged at any time if there are no holds, but should not outlive the official record.

Responsibilities

Separating Employees

Prior to separation, transfer all business records to your supervisor and/or the appropriate university colleagues.
If you attended VCU courses during your employment, transfer your academic coursework and student research from Google Drive to your personal account. NOTE: Access to the work Google Drive account will not be granted after separation.

Supervisors

Prior to separation, ensure separating employees have transferred all business records to you as their supervisor and/or the appropriate university colleagues. Google Drive shared drives are recommended for departmental business continuity.

Active Employees

Use university Google Drive storage for university business, academic coursework and student research.
Review Records Ownership to determine the appropriate record series and retention period. If you are uncertain about classification, please contact the Records Management Office at recman@vcu.edu.
Export emailed non-correspondence records (e.g. completed forms, invoices, reports) to a long-term storage repository such as Google Drive. Google shared drives are recommended for departmental business continuity.
Retain university business records no later than their retention periods unless there is a record hold or superseding regulations.
Prior to destruction of official records, complete a record destruction request (RM-3) to and approved by the Records Management Office.
Report date ranges and volume for approval. See Destruction Eligibility section.
Receive Records Officer RM-3 approval prior to deletion.
With approval, complete the deletion and empty the Trash.

VCU Technology Services

Annually purges separated Google Workspace accounts that have passed the 3-year max retention period. This includes Google email, history-on chat message, Drive, etc.

Tips and Tricks

File Plans and Indexing

Files on Google Drives should be managed according to established filing schemes just like paper records. Logical folder hierarchies and appropriate naming conventions for electronic files should be established and used consistently. Creating folders based on record series titles found on the records retention and disposition schedules will assist with file retrieval and disposal. Departmental file plans and indexing should be documented and reference university policies including superseding authorities (if any) and procedures that are widely disseminated along with training that is scheduled on a regular basis. See record series title in VCU Record Ownership resource at https://go.vcu.edu/records-ownership

Recommended Examples

Fiscal - reconciliations typically fall under Cash and Bank Reports for non-research and Research: Accounting Records for research.

For non-research reconciliations, include the Year and Month of the reconciliation,
e.g. Cash and Bank Reports\ IndexNumber YYYYMM
For research reconciliations, include the Year and Month of the project closure,
e.g. Research Accounting Records\ProjectName YYYYMM OR
Project Name YYYYMM\Research Account Records\YYYYMM

Personnel -

For hiring committees, include the Year and Month on which the hiring process was completed,
e.g. Hiring Records\PositionNumber-PositionName YYYYMM
For personnel files, include the Year and Month upon separation of the faculty/employee,
e.g. Personnel Records - Short Term \ EmployeeName YYYYMM
e.g. Personnel Records - Long Term \ Employee Name YYYYMM

Administrative -

For projects, include the Year and Month of project start,
e.g. Project Documentation\ProjectName YYYYMM
For presentations, include the Year and Month of the presentation date,
e.g. Presentation Materials\EventName YYYYMM
For reports, include the reports last revision date,
e.g. Management Reports\ReportTitleName YYYYMM
e.g. Other Reports\ReportTitleName YYYYMM

Destruction Eligibility

Determining Timeframe and Volume

Windows Devices

Open the Google Drive and navigate to the folder of interest.
Right-click and select the ‘Download’ option.
Save and extract the compressed/zipped file to your computer.
On Windows Explorer app and navigate to the downloaded file.
Record the ‘Size on disk’ field for Volume.
Close the Properties window.
In the Search field, type *.* and press [Enter] key
Once the search is complete, right-click any file and select Sort by\Date modified
Record the oldest date modified and most recent date modified as Timeframe.
Compare the Timeframe against retention periods in the Records Ownership resource: https://go.vcu.edu/records-ownership
If there are no superseding authorities nor record holds, initiate the destruction request process for expired records.
Retain records that are not eligible for destruction.
Upon approval, execute cleanup of the expired records.

MacOS Devices

Open the Google Drive and navigate to the folder of interest.
Right-click and select the ‘Download’ option.
Save and extract the compressed/zipped file to your computer.
Open the Finder app and navigate to the downloaded file.
Right-click on the folder and select Get Info.
Under the General section, record the information shown under the Size entry for Volume.
While still in the Finder app, click the scope icon on the upper right. A search bar will appear.
Type in your search and press [Enter] key.
Once a search is complete, select the icon to show the files as a list and then sort by date modified.
Records the oldest date modified and most recent date modified as Timeframe.
Compare the Timeframe against retention periods in the Records Ownership resource: https://go.vcu.edu/records-ownership
If there are no superseding authorities nor record holds, initiate the destruction request process for expired records.
Retain records that are not eligible for destruction.
Upon approval, execute cleanup of the expired records.

Determining Timeframes

NOTE: This is only a small subset of the state-mandated retention periods. See the full list in the VCU Record Ownership resource at: https://go.vcu.edu/records-ownership

Academics

GS-111 101069: Academic Departments: Class Rolls and Grade Sheets

This series documents that students registered for specific courses, attendance and grades given. This series may include, but is not limited to: grade reports.

Retention: Retain 3 year(s) after end of semester

Disposition: Confidential Destruction

GS-111 101072: Academic Departments: Course Syllabi

This series documents courses offered by the department. This series may include, but is not limited to: syllabi.

Retention: Retain until after superseded, obsolete, or rescinded

Disposition: Non-confidential Destruction

GS-111 101081: Academic Departments: Student Examination Files

This series documents work completed by students for grades in a course. This series may include, but is not limited to: exams, quizzes, tests, and term papers.

Retention: Retain 1 year(s) after end of semester

Disposition: Confidential Destruction

GS-111 101085: Academic Departments: Student Theses and Dissertations

This series documents the completion of work by graduate and doctoral students. This series may include, but is not limited to: theses or dissertations.

Disposition: Permanent, In Agency

GS-111 200554: Promotion and Tenure Records: Supporting Documentation

This series documents the promotion and tenure process for an individual faculty member. This series includes, but is not limited to: letters of recommendation, current curriculum vitae, research summaries, published papers, and documentation of awards/accolades, committee work, presentations, and grant participation.

Retention: Retain 5 year(s) after decision

Disposition: Confidential Destruction

Administrative

GS-101 100302: Administrative Files

Documents the routine operation of an office. Includes routine correspondence, memoranda, notes and handwritten messages. Does not include records related to any major function of the agency.

Retention: Retain until after end of calendar year

Disposition: Non-confidential Destruction

GS-101 100306: Agreements, Memorandums of Understanding (MOU) and Non-Fiscal Contracts

This series consists of signed, binding agreements, other than contracts involving procurement or payment of monies. The agreements may be between departments within the agency, other government agencies, localities, business entities or an individual or group of individuals.

Retention: Retain 3 year(s) after expiration

Disposition: Non-confidential Destruction

GS-101 100307: Annual Reports

This series consists of reports prepared by or for the agency addressing the "state" of the agency, including goals, targets, objectives and finances.

Disposition: Permanent, Archives

Citation: COV 2.2-609

GS-101 100336: Management Reports: Other Reports

This series documents the internal control or management of a specific function of the agency.

Retention: Retain until after no longer administratively useful

Disposition: Non-confidential Destruction

GS-101 200551: Minutes of Meetings of Central Governing Bodies

This series documents proceedings of meetings of university central governing bodies, including Faculty Senate, General Faculty, Staff Senate, Employee Council, and Honor Committee. This series includes, but is not limited to: meeting minutes, agendas, attachments, and materials used to make or support decisions.

Disposition: Permanent, In Agency

GS-101 100339: Minutes of Meetings of Other Boards /Commissions/Conferences/Committees

This series documents proceedings of meetings of informal or ad hoc advisory boards/councils/commissions/committees. Includes materials used to make or support decisions. Refer to records series 100341, 100363 and 100364 for Notes or Recordings of Minutes.

Retention: Retain 3 year(s) after end of calendar year

Disposition: Non-confidential Destruction

GS-101 100342: Office Instructions or Procedures

This series documents the operation of an office or completion of a function. This series may include, but is not limited to: procedures, instructions, and internal guidelines.

Retention: Retain until after superseded, obsolete, or rescinded

Disposition: Non-confidential Destruction

GS-101 100352: Presentation Materials

Documents materials created for use in briefings, demonstrations, classes or seminars (e.g., slides, overheads, flip charts, handouts). Does not include commercially available materials.

Retention: Retain until after no longer administratively useful

Disposition: Non-confidential Destruction

GS-101 200722: Programming and Events

This series documents the development and management of public programming and events, including programs for teachers, youth and family, exhibitions, lectures, workshops, symposia, films and concerts, and other public events. This series may include, but is not limited to: contracts, purchase orders, photographs, publicity, travel arrangements, evaluations and surveys, and schedules.

Retention: Retain 5 year(s) after event

Disposition: Confidential Destruction

GS-101 100356: Project Documentation Files: Other Files

Documents design, development, control or monitoring of a specific project or group of projects.

Retention: Retain until after superseded, obsolete, or rescinded

Disposition: Non-confidential Destruction

GS-101 100358: Public Relations Files: Other Item

Documents information provided to the public and business or government communities. Includes routine records.

Retention: Retain until after no longer administratively useful

Disposition: Non-confidential Destruction

GS-101 100364: Recordings of Electronically Held Meetings of Boards/Commissions/Conferences/Committees Without Regulatory or Decision Powers

This series documents proceedings of electronically held meetings. Includes audio or visual recordings. Refer to records series 100338 and 100339 for Minutes.

Retention: Retain 3 year(s) after end of calendar year

Disposition: Non-confidential Destruction

Citation: COV 2.2-3708.2 and COV 2.2-3708.3

GS-101 100379: Staff Meeting Files

Documents internal staff meetings.

Retention: Retain until after no longer administratively useful

Disposition: Non-confidential Destruction

GS-101 012078: Surveys, Administrative

Documents the creation of surveys by or for the agency for administrative, informational or research purposes.

Retention: Retain 2 year(s) after end of calendar year

Disposition: Non-confidential Destruction

Fiscal

GS-102 200108: Budget Records

This series documents the agency's work to establish a budget. This series may include, but is not limited to: working papers and forecasts.

Retention: Retain 3 year(s) after end of state fiscal year

Disposition: Non-confidential Destruction

GS-102 200109: Cash and Bank Reports

This series documents financial transactions within the agency. This series may include, but is not limited to: cash reports, transmittal and settlement records, warrant records, bank statements, and reconciliation documentation.

Retention: Retain 3 year(s) after end of state fiscal year

Disposition: Non-confidential Destruction

GS-102 200110: Contracts

This series documents contracts and agreements entered into by the agency. This series may include, but is not limited to: contract and supporting documentation.

Retention: Retain 5 year(s) after expiration

Disposition: Non-confidential Destruction

GS-102 012150: Receiving Records/Reports

This series documents the receiving of good, supplies and equipment by the agency.

Retention: Retain 3 year(s) after end of state fiscal year

Disposition: Non-confidential Destruction

Human Resources

GS-103 012172: Employee Personnel Records: Short Term

This series documents any employee's work activity and history that is not included in the Long Term series. This series may include, but is not limited to: test results; professional certification and qualification records; evaluations; disciplinary actions; promotion/demotion, layoff, termination or tenure records; return to work notifications (issued by employer); and any other non-long term record.

Retention: Retain 5 year(s) after separation

Disposition: Confidential Destruction

GS-103 100493: Pay Classification Records

This series documents the determination of compensation for an individual, a job, or a group of jobs within the agency. This series may include, but is not limited to: worksheets, requests, studies, and reports.

Retention: Retain 5 year(s) after decision

Disposition: Confidential Destruction

Citation: 29CFR1602.31

GS-103 100498: Position Classification and Description Records

This series documents the need for a position, the task requirements for performing the job, the job title, and/or agency approval. This series may include, but is not limited to: position descriptions, survey results, worksheets, requests, and studies.

Retention: Retain 5 year(s) after superseded, obsolete, or rescinded

Disposition: Non-confidential Destruction

GS-103 012185: Recruitment, Hiring, Interview and Selection Records

This series documents the process and result of recruiting, selecting, and hiring. This series may include, but is not limited to: applications of selected and rejected applicants, position descriptions, copies of announcements and advertisements, selection criteria, evaluations, interview notes, tests, work samples, and rankings.

Retention: Retain 3 year(s) after event

Disposition: Confidential Destruction

GS-103 100501: Training Records Not Required for Certification or Qualification

This series documents employees' attendance in classes, conferences, courses, meetings, seminars, workshops, and any other training or educational initiative not required for licensing, certification, or qualification. This series may include, but is not limited to: logs, registration forms, attendance approval, attendance records, and reports.

Retention: Retain 3 year(s) after event

Disposition: Non-confidential Destruction

Technology

GS-113 000149: Project Documentation Files

This series consists of records created to design, develop, control, or monitor a specific project or group of projects. This series may include but is not limited to: statements of work, post-implementation evaluations, quality assurance assessments, and testing records.

Retention: Retain until after end of calendar year

Disposition: Non-confidential Destruction

GS-113 000150: Software License and Copyright Provisions Records

This series documents compliance with agency software license and copyright provisions. This series may include but is not limited to: software licenses, correspondence, and related documentation.

Retention: Retain 1 year(s) after equipment, facility, or property sold or no longer in use

Disposition: Non-confidential Destruction

GS-113 000151: System Access Records

This series documents user permissions and access to information within a system. This series may include but is not limited to: a list of users with access to personally identifiable information (PII); documentation of access; and changes to user accounts and access rights.

Retention: Retain 3 year(s) after termination

Disposition: Non-confidential Destruction

GS-113 000152: System Documentation Records

This series documents operating systems, application programs, structure and form of datasets, system structure, and system-to-system communication. This series may include but is not limited to: system overviews, dataset inventories, server name, IP address, purpose of the system, vendor-supplied documentation, installed software, and current source code.

Retention: Retain 1 year(s) after equipment, facility, or property sold or no longer in use

Disposition: Non-confidential Destruction

GS-113 000153: System Maintenance Records: Hardware Repair or Service

This series documents inspections, maintenance, and repairs of agency computer systems that are owned or leased. This series may include, but is not limited to: computer equipment inventories and service records.

Retention: Retain 1 year(s) after equipment, facility, or property sold or no longer in use

Disposition: Non-confidential Destruction

Need further assistance? Please submit an IT ticket.

Additional Information

References

VCU Data Management System: https://dms.vcu.edu
Virginia Public Records Management Manual, ppg. 9-10: https://www.lva.virginia.gov/agencies/records/manuals/vprmm.pdf
Virginia Public Records Act's 'Timely Destruction of Records' amendment: https://www.lva.virginia.gov/agencies/records/timely.asp
National Archives - Manage a Shared Drive: https://www.archives.gov/files/records-mgmt/training/ja2.003.pdf

Records Management - Google Drive

Summary

Environment

Solution

Table of Contents

Requirements

Responsibilities

Tips and Tricks

File Plans and Indexing

Recommended Examples

Destruction Eligibility

Determining Timeframe and Volume

Windows Devices

MacOS Devices

Determining Timeframes

Academics

Administrative

Fiscal

Human Resources

Sponsored Research

Technology

Additional Information

References

Related Documents