Life Cycle of Records
If it's important, write it down! Information is of no enduring use to anyone (including yourself) if it only exists in your head.
When you document something that is relevant to your University role, or has some continuing value to the University, capture it as a "University" record.
Documents should be a true and accurate picture of what happened, and they shouldn't be interfered with at a later date.
When filing a record, don't just consider whether you will be able to find it again, but whether others will be able to find it in the future
Managing who gets access and on what terms is just as important as capturing documents in the first place - but the University should only restrict access to its records when there is a good reason to do so.
Keep records for as long as the law and commonsense requires, and store them in a safe place where they will be preserved in good condition and can be located with minimum effort.
If you register the existence of records in TRIM, then disposal and archiving will occur automatically.
Some of your records are tomorrow's precious archives!