Objective
The purpose of this document is to provide resources related to the conversion or migration of records into various formats for retention purposes. Examples include, but are not limited to:
- Paper to electronic
- Old to new media
- Reel to Reel Audio
- Microfilm to image
- VHS tapes
- DVD
Contact
Records Retention Committee Director, University Policy Office at policies@purdue.edu
Background
As a public university, Purdue is subject to Indiana’s Public Access laws as well as other federal, state, and local regulations regarding management, access to, and retention of records. https://www.in.gov/pac/files/pac-handbook-update-draft-3-1-2022.pdf. Purdue also has an Archives and Special Collections library. It is recommended to consult their department to determine if any records up for disposition are candidates for transfer for institutional or historical purposes. Additionally, it is recommended to determine what records are critical or vital to the institution and organization.
This document intends to provide initial resources supporting common records needs. It is not intended to be exhaustive. Departments should reach out to their records coordinators, IT business contacts, or the records retention committee on their specific needs.
Scanning/Digitizing Paper Records
Purdue Special Collections and Archives
https://lib.purdue.edu/spcol/digital-preservation-at-purdue/
https://lib.purdue.edu/spcol/file-format-recommendations/
Questions about digitizing student records – FERPA@purdue.edu
Administrative Operations
Unit can consult on best practices and processes for digitizing
https://www.purdue.edu/operations/home/administrative-services/analytics-information-management/archives/
Media Storage Conversion
Purdue Brand Studio Productions: https://marcom.purdue.edu/services/purdue-brand-studio-productions/
Units can provide conversion to media type at an hourly rate from the following:
- Reel to reel audio
- 8mm film
- 16 mm film
- VHS tapes
- SVHS tapes
- ¾ inch tapes
- DVcam
- Mini-DV tapes
- Betacam
- XDcam discs
- DVDs and Blue-Ray DVDs
Floppy disk and CD-ROM media are not supported.
Conversion Requests may be emailed to Jason Doty: doty@purdue.edu
Records and Media Disposal
Purdue IT Policies and Standards
https://www.purdue.edu/securepurdue/it-policies-standards/it-guidelines/media-disposal-guidelines.php
Indiana Archives and Records Administration
https://www.in.gov/iara/services-for-government/destroying-records/
Purdue Recycling/Confidential Cart
https://www.purdue.edu/securepurdue/data-handling/handling-of-printed-information.php#Disposal
https://www.purdue.edu/physicalfacilities/units/facilities-operations/grounds/refuse-recycling-request.php
University Digital Document Storage
Purdue IT Supported Solutions – To submit a service request for either Perceptive Content or OpenText eDocs, go to: https://service.purdue.edu/TDClient/32/Purdue/Requests/ServiceDet?ID=6
Digital Preservation Resources
Digital Preservation is a series of strategies that allow for preservation and access to significant records that are created and/or maintained in a digital format. The links below provide additional information, resources, and consideration to aid departments in managing digital records over time.
Library of Congress (Digital Preservation at the Library of Congress)
https://www.loc.gov/preservation/digital/
National Archives
https://www.archives.gov/preservation/digital-preservation