Newsletter: A Newsletter You MAY Enjoy

Spring Clean With the ROT Squad

Spring is a perfect time to clear out Redundant, Obsolete, and Transitory records from your email account and your office’s shared electronic spaces.

The ROT Squad is available to help you individually or your office as a group figure out what to do with all types of records.

Get started with our Pre-consult Checklist.  It can help you clear out the metaphoric cobwebs, and help you move into an organized future state. 

Then if you need assistance, you can book a consult through our webpage or by emailing rotsquad@uw.edu. You can share the screen on your email account or shared drive folders, Google Docs and we can supply practical, hands-on, customized advice about your records.

Is a self-guided cleanup more your style? You can take our recorded online training version of our Email Deleting Party. It includes practical tips as well as dedicated work time during the training to allow you to actually delete the emails right then. Or you can use our 23 Things to Delete in 2023, and check off all the materials on the list as you delete them, while you are on your way to a cleaner electronic work space.

Whichever way you choose to spring clean, whether self-guided or with the ROT Squad: Happy Spring!

Trivia Question of the Month

Our ROT squad has seen their fair share of dusty piles of files and folders in their many adventures throughout the UW. Some of the ROT they've encountered has even pre-dated the existence of our office!

So for this month's question we thought it would be fun to change it up a little. Instead of challenging your records management knowledge, we challenge your UW history knowledge.

We admit that even the most knowledgeable of history buffs may not know the answer to this question but we encourage you to take your best guess anyway.

In what year was the UW Records Management office established?

1. 1975
2. 1982
3. 1965
4. 1992

Want to challenge your co-workers? Feel free to forward this email to them and see if they know the answer. Scroll down to see the answer below.

Records Management and Workday Finance

Workday Finance will go live on July 6, 2023! Workday will revolutionize how the UW conducts business on a day to day basis. But what does this mean for all the legacy financial records that we’ve created and are storing locally like ProCards or GCCRs? What about the records and reports being stored in central systems like ARIBA or MyFD, what is happening to that data and will I still have access to it? Starting on July 6th, how is my office supposed to handle newly created or received financial documents when using Workday? This is just a snippet of the questions our office has been fielding the past few months.

Thanks to our partnership with UWFT Organizational Change Management (OCM) Team, the UW Internal Audit Office, and our colleagues in UW Medicine Records Management Services, we recently created and presented a training that answers all these questions and more in less than 30 minutes! For the full experience, check out the first 30 minutes of the Zoom recording here: What’s Changing - Records Management. If you wanted to review just the two detailed and informational slides or want to pass them along to your colleagues, you can find a copy here: Cross-Functional Records Management PowerPoint Slides. For unanswered questions on how to handle your legacy financial records or for details on records management in the future state of Workday Finance, please contact us at recmgt@uw.edu.

Caption Contest Winners

Congratulations to Buzzy in the School of Environmental and Forest Sciences and Alisha in Continuum College, our caption contest winners. Big thanks to everyone who entered the contest!

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