Newsletter: Let's Get Kraken On Spring Cleaning

UW Panopto Retention Policy

In order to comply with UW record retention policies, UW-IT will begin implementing a data retention policy for Panopto recordings starting in June. The first phase will begin on June 12th, 2023, when recordings that had not been viewed within the last 24 months will be ‘archived’. Although still retrievable by searching Panopto, it may take up to 48 hours for recordings to be restored and watchable. The second phase will begin on December 18, 2023, when recordings that were created or last edited over five or more years ago that have not been viewed in the last year will be deleted. These data retention policies will apply to all recordings created and uploaded into Panopto, including My Folder, course folders and even Zoom recordings. Visit UW-IT’s resource for the latest news involving this change.

UW Google Changes Project

August will be here before you know it. On August 29, 2023, UW Google accounts for Shared UW NetIDs will be permanently deleted. This includes all data that resides in UW Google accounts that use Shared NetIDs such as YouTube videos, Gmail emails, Google Docs, Google Drive, Google Calendar, Google Forms, etc.

Do not wait until the last minute to take action. Administrators of Shared UW NetIDs must migrate data from these Google services to a different location before the deadline. Please visit our website for instructions on what to migrate and how. Stay appraised of the latest UW Google changes and news by visiting UW-IT’s website.

Trivia Question of the Month

With the upcoming changes to UW Google accounts, your office may be looking for an alternative storage solution for your electronic records. Even though this may be a stressful time, it is essential to keep security and privacy front of mind when shopping for a new repository.

To that end, our question this month addresses HIPAA and FERPA compliance when it comes to common electronic records storage solutions.

Which one of these electronic repositories is not HIPAA and/or FERPA compliant?

1. Microsoft Teams
2. DocFinity (Document Management System)
3. DropBox
4. SharePoint

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.

Audit Trails: New Record Series

Effective Immediately

We recently added a new record series to the UW General Records Retention Schedule that is going to  impact offices who manage  a database.

If your office has any records documenting the use of these systems, to ensure security and appropriate use such as audit trails, system usage files or configurations of IT infrastructure, you are required to retain them for 1 year after last activity. If the system has been replaced or retired due to Finance Transformation, keep the documentation for 1 year after Go-Live.

With Workday Finance's go-live date right around the corner and this change leading to the retirement of many central and local UW systems, we recommend you take a look at the series and see if any records you are keeping at your office are affected.

Should you have any questions about this new series, please contact us at recmgt@uw.edu.

Save, Share, or Shred? Preparing Your Office for Retirement

The retirement journey can be intimidating, but we’ve got the answers regarding which materials departing employees can toss, pass on to someone else, or send to University Archives.

RMS staff recently held a workshop on offboarding sponsored by the UW Retirement Association. This session was more focused on faculty records than other workshops we have presented in the past. If you are or know a faculty member leaving their current position, Check out the recording of the event on the Retirement Association website.

Zoom Best Practices

It has now been over 3 years since the UW community was sent into a remote work environment and many of us continue to use the tools that worked so well in a remote and hybrid atmosphere. As a result, we want to remind users of Best Practices When Using Zoom and reiterate that records created by and stored by Zoom are subjected to automated deletion policies. In order to fulfill UW legal retention periods for recordings, users must download and save their zoom content outside of the zoom platform within 120 days after they’ve been created, For questions, please contact our office at recmgt@uw.edu.

We Are Hiring Student Assistants--Spread the Word!

RMS is hiring 2 new hourly Student Assistants to work in the University Records Center at Sand Point. Please forward this Handshake job link to any qualified student candidates. Candidates must be enrolled for summer or fall quarters, and can work Mon-Fri 8:00am - 5:00pm, with free parking and flexible scheduling. Interested students can also contact Lynn directly with their resumes at jlnoshea@uw.edu. 

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