The growing reliance on digital meeting technologies in universities and research institutions has transformed collaborative practices, but records management protocols have not evolved at the same pace. This study examines how digital transformation impacts institutional records governance, focusing on the integration—or lack thereof—of archival and records management principles in virtual meeting environments.
Based on semi-structured interviews with professionals from academia, religious organizations, corporate institutions, and municipal bodies, this research explores the discrepancies between technological advancements and established records management standards. The findings reveal that while digital platforms make it easy to record and store meetings, policies on preservation, access, and ownership remain outdated. In many cases, official meeting documentation is produced inconsistently, stored on third-party platforms with unclear ownership rights, or left unused—contributing to digital clutter rather than strengthening institutional memory.
Moreover, the shift to virtual meetings has altered communication dynamics, affecting knowledge exchange, collaboration, and the long-term sustainability of institutional records.
This paper argues that the current trajectory of digital governance risks sidelining archival expertise in decision-making processes. Without clear policies on classification, retention, and preservation of meeting records, universities and research institutions face serious challenges in maintaining accountability, transparency, and historical continuity. The study highlights the urgent need for archivists and records managers to actively participate in designing digital governance frameworks that ensure the sustainability and reliability of institutional records.
By linking archival theory with contemporary digital practices, this research contributes to the debate on how university and research archives can innovate without losing their essential role in institutional memory and accountability. The findings advocate for interdisciplinary collaboration among archivists, IT professionals, and policymakers to ensure that digital governance strategies align with best practices in records management.