Newsletter: Simply Eerie-sistible

Keys to the Dawg House

Effective Immediately

We keep hearing from offices about how the nature of work has changed in the last couple years. Similar to offices switching from paper to electronic records, many people have shifted away from physical metal keys and instead are using electronic access systems to enter their offices. Do you manage access to your office space when employees start and end their positions? Maybe you work with a property manager or have a building manager on staff? We have a new record series just for you! Now you’ll know what to do with the records related to managing that access. Check out our new series for Key Card Records.

Attend the Records Report

Are you the type of person who prefers to hear breaking news as opposed to reading it? Presenting: The Records Report. In the fall and spring, we’re broadcasting a brief round-up of useful Records Management topics, just in case you missed anything or prefer a live explanation of new resources and developments. Capped off at 30 minutes, the Records Report will be brief but helpful. We’ll let you know who to contact in our staff if you have in-depth questions on specific topics.

Here’s what’s on tap for our fall event:

Brush up for the academic year:

• Round-up of our student records resources
• Educator’s Toolkit overview
• Review Ideal State

New Resources:

• OCR Resource
• Guidance for upcoming Google changes

New Changes to the General Schedule:

• Key Cards
• Organizing/Monitoring Work in Progress
• Routine Office Planning – Midrange
• Strategic/Programmatic Planning
• Informal Staff Meetings
• Personal Identifiers
• Research Data – Drug & Device Development
• Informal Events

Join us!

When: November 8, 2-2:30pm

Zoom: https://washington.zoom.us/j/92167303388 [washington.zoom.us]

Student Employees are Employees, Too

Offices and labs across the University, including our own, are excited to welcome new student employees this fall. Students working for UW, just like full-time staff and faculty, need to manage University records appropriately in compliance with legally approved records retention requirements.  

During your onboarding, make sure to include: 

• Our online trainings Introduction to Records Management and University Email Best Practices 
• Ensure student employees know where to save substantive records in your office. Check in later in the year to ensure records are in place as expected. 
• Review the UW Email policy 
• Separation of work and class: ensure that your student employees know to keep their work-related emails and texts separate so that they are easier to manage; e.g. when a student is a TA, they should keep their own classwork or research projects with faculty separate from their work as a TA answering students' questions 
• Will your student employees be scanning paper records? Make sure they're aware of scanning policies for enterprise-wide systems and scanning policies specific to your office. Find your office's scanning policy here. 

 Manage records about your student employees:  

• Take our online training Managing Student Records for a refresher 
• Bookmark series involving student employees' records, including but not limited to: 
  • Applications for Hourly and Student Employment -- Hired 
  • Applications for Hourly and Student Employment -- Not Hired 
  • Personnel Records for Hourly, Per Diem, Temporary, and Student Employees 
  • Personnel Records for Academic Student Employees (ASE) 
  • Student Emails / Correspondence with Students 
  • Disciplinary Actions -- Hourly or Student Employees 
  • Reference Letters (Students) 

Make sure students wrap up their records before they leave, just like any other employees. Review our Guide to Off Boarding.

Zombie Records!

In honor of Halloween, let’s talk about something really scary: ROT. Redundant, Obsolete, and Transitory records make up 80% of all information at the UW. Help us fight those ROT zombies! Check out our infographic to help avoid a records zombie apocalypse. Don’t let ROT eat away your work day!

FETCH THE FUTURE...GO DIGITAL
Click here to watch the video on this new University-wide initiative.