Guiding a Campus Through the Transition to a Paperless Records System
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The “paperless office” concept has been around for decades, and many have cited that the electronic office has instead increased the amount of paper produced. Case studies have shown that a successful “paperless” system requires motivation, ease of use, and cost savings . Paper will co-exist with electronic records for the foreseeable future; however, what happens when the official record of an institution becomes “paperless”? This short paper presents a case study describing the efforts in the University of Oregon Office of the President to move to a fully electronic records system, the trickle-down effect to campus units, and the work of the Libraries to preserve the institutional record. The Libraries created a model to solve the immediate needs of the Office of the President addressing issues of workflow and preservation before an ideal system and staffing could be realized. A hands-on approach was employed, focusing on day-to-day work and ease of use for office contacts, and standards and migration plans for archival files using PLATTER . By doing this, a foundation was created for an electronic records system that can be adapted across campus for administrative offices, faculty scholarship, cultural museums, science labs, and student coursework.