Data Retention: Stewardship in a Digital University
How UNCG is taking a more intentional approach to managing institutional data
Universities exist to create, share, and preserve knowledge. Increasingly, that work lives in digital form.
At UNCG, we generate an extraordinary amount of information. Email, research data, administrative records, and collaborative files all support the work of teaching, research, and service.
For many years, our technology systems operated with a simple assumption: keep everything. At the time, that approach made sense. Storage was inexpensive, systems were smaller, and there were fewer tools available to help manage information over time. Today, the scale of digital information across higher education has changed dramatically and managing institutional data responsibly now requires a more intentional approach.
The Data Retention initiative is one step in that effort. It is not about limiting academic work or deleting information people rely on. Instead, it focuses on building a sustainable approach to managing institutional data while continuing to support the University’s core work.
A Shared Responsibility
Technology supports how we manage institutional data, but responsible stewardship ultimately depends on the choices we make about the information we keep, organize, and share.
Across the University, faculty and staff make daily decisions about the files they maintain, the email they preserve, and the systems they use to collaborate with colleagues. Thoughtful stewardship helps ensure that the information we truly need remains accessible, protected, and sustainable over time.
This effort also reinforces the purpose of the systems available to our campus community.
- OneDrive supports the files individuals use for their day-to-day work.
- SharePoint supports departmental and institutional records and files that need to be shared, preserved, or maintained as responsibilities shift.
- Box is UNCG’s designated platform for research data storage.
Using the right system for the right purpose helps ensure information stays accessible, protected, and easy to manage over time.
What the Proposal Focuses On
Earlier this semester, we opened a campus conversation about how UNCG manages institutional data over time. Faculty, staff, and governance groups shared thoughtful feedback about how retention policies could affect their work at the University. That feedback helped refine the approach now being proposed.
The campus email distributed this week outlines the revised Data Retention proposal and the changes currently under consideration. We are inviting one final round of feedback before implementation planning moves forward. Share your feedback on the updated Data Retention proposal by Friday, March 27.
More information about the initiative is available on the Data Retention page on the Tech Initiatives website.
Rather than relying on short-term automated cleanup, the revised proposal emphasizes user-managed data stewardship within a long-term data lifecycle. Faculty and staff will continue managing their own files and email as part of their normal work, while the University provides tools and guidance to support responsible data management over time.
Looking Ahead
Universities have always balanced two important responsibilities: preserving knowledge and managing resources responsibly for future generations. Thoughtful data stewardship supports both goals. It reduces unnecessary risk, helps control long-term costs, and ensures that our technology environment remains sustainable for the work happening across campus every day.
Thank you for continuing to be part of the conversation.
As always, I welcome your thoughts and ideas. You can reach me directly at cio@uncg.edu.
Warmly,
Donna R. Heath
Vice Chancellor for Information Technology Services and Chief Information Officer
