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.
Fill out this Interest Form to learn more about using DMS.
UW-IT's Enterprise Document Management (EDM) team can provide on-boarded units with demonstrations and training resources. As the DMS is 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.
In collaboration with the EDM team, RMS has created detailed instructions for the following processes: