UW's enterprise Document Management System (DMS) - DocFinity - is focused on securely managing electronic records in a central, cloud location for units across the University. The system ensures compliance, security, and longevity while offering increased efficiency and efficacy to the University. DocFinity enables users to easily search and find records responsive to business needs. Compliance is managed through automated records retention rules. DMS users agree to the implementation of legally approved retention periods. In coordination with Records Management Services, users have the ability to easily implement destruction holds on records responsive to public records requests, litigations, investigations and audits. With standardized metadata, a simplified Records Management process, integrated APIs, and optional integration between eSignature services, the DMS provides an efficient and secure means of storing substantive records. For users interested in pursuing more information, please fill out this Interest Form.
UW-IT's Enterprise Document Management (EDM) team can provide on-boarded units with demonstrations and training resources. As a central repository for electronic records with automated record retention rules, Records Management Services will work with units using DocFinity to ensure records are disposed of appropriately in compliance with legally approved records retention schedules.
Disposition Process in DocFinity
When documents under your record group are eligible for disposition based on the retention policies built into the system, Records Coordinators (RCs) and Records Authorities (RAs) will need to follow the instructions below to review and approve the records for deletion.
If you're a Records Coordinator (RC):
Please visit the following URL for step-by-step instructions (with screenshots) on how to handle the disposition process in DocFinity: https://finance.uw.edu/recmgt/edms-disposition-rc
If you're a Records Authority (RA):
Please visit the following URL for step-by-step instructions (with screenshots) on how to handle the disposition process in DocFinity: https://finance.uw.edu/recmgt/edms-disposition-ra
Note: If you're unsure what a Records Coordinator and/or Records Authority is, you can learn about both of these roles here.
We also teamed up with the EDM team to offer you a training video to help you master the disposition approval process in DocFinity.
- Disposition Approval in DocFinity (42 min)
Legal Holds Process in DocFinity
DocFinity has a built-in and easy-to-use feature to enable your office to put records on destruction hold in the event of litigation, Public Records Request, audit and investigation. In DocFinity destruction holds are broadly referred to as “Legal Holds”. Once a hold has been placed on records in DocFinity, the documents will be preserved until the hold is lifted.
For step-by-step instructions (with screenshots) on how to handle the legal holds process in EDMS, follow this link: https://finance.uw.edu/recmgt/legal-holds-process-in-docfinity
We also teamed up with the EDM team to offer you a training video to help you master the legal holds process in DocFinity.
- Legal Holds in DocFinity (39 min)
The training and instructions outlined below are exclusive to fully on-boarded DocFinity (DMS) units and users. If you are looking for guidance on general duties under a destruction hold concerning electronic records not stored in DocFinity, please refer to this page.
Setting the RRTD (Record Retention Trigger Date)
Some records are mapped to a retention policy that require the end-user to add a RRTD (Record Retention Trigger Date) sometime after the records are ingested in DocFinity. This is due to the trigger being tied to a specific event (Manual Trigger) that is currently unknown and will occur in the future, such as "termination of employment" or "graduation". It is essential to add this date to the record in DocFinity once it is known so that retention requirements can be applied and the record can eventually be completely removed from the system. This step-by-step guide will show you how to set this RRTD on a single and/or multiple documents in DocFinity.