Any records created or received by your office must remain findable and accessible for the full retention period. This is not always straight forward in OneDrive/Google Drive. Keep in mind when using these systems:
If you want to scan then destroy the original paper record, your office must follow the standards set forth in the Scanning resource. If your unit previously had a scanning policy created, those standards are still applicable and can be used to justify the scanning and subsequent destruction of the paper documents.
Yes, an eSignature service is now being offered by UW-IT as part of the Enterprise Document Management business service. eSignature capabilities are provided through an enterprise UW license for an online software called DocuSign. It provides the following business functions both electronically and securely: signatures, data collection, approvals, notification and acknowledgement.
For more information and to sign up, refer to the IT-Connect page on eSignatures.
Yes. Using a third-party vendor to store information in the cloud or using third-party services, such as Moodle, as part of interaction with students does not affect how these records are defined. Even if the records are not in our custody, these records are created on behalf of the University.
ProCard and other records not attached to ARIBA must be retained by your office for their full retention period. For state, gift, and endowment budget records, see the Financial Records section of the General Schedule. For grant and contract budgets see the Research and Grant/Contract Records section.
An office or department is always welcome to scan records so long as they keep the original paper documents. If you want to scan and destroy the original paper, your office must follow the requirements set forth on the UW Scanning resource. Prior to May 2026, units would create customized scanning policies with Records Management Services. have a written Scanning Policy on file with our office.
No. Currently, most records are created or received electronically, and maintaining them in their native electronic format is actually preferred over printing and retaining them in paper. However, be aware that electronic records are governed by the same retention requirements as paper records.
Yes. Records retention schedules cover all records created or received by University employees, whether in paper or electronic format. Both the state and the federal government define a record as information “regardless of physical form or characteristics”, so by definition, an email, database, or word document is also a record.