Newsletter: Good Tips? In Autumn, We Got 'Em

Halloween Email Deleting Party

Managing email can be scary! Afraid to delete a substantive record past retention? Scared of that item count steadily rising? Terrifyingly full inbox? Attend the Halloween Email Deleting Party hosted by Lynn and Emily, the RMS ROT Squad! Get tips and tricks to keep the email monster at bay. Even if we can’t provide garlic wreaths—and to our dismay, there’s no worktag for silver bullets—you’re guaranteed to walk away with a lighter inbox and new skills. Already booked? Check out our recorded deleting party.

When: October 31 at 2:00pm

Where: Zoom

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Trivia question of the month

It is the season to tell tales of fright and terror. Here at RMS headquarters we love a good spooky story, but we usually prefer them to be entirely fictional. Unfortunately, inadequate records management can lead to all kinds of real-life horror scenarios. However, records management doesn't have to be scary, especially if you learn the rules and stick to them.

Zombies, werewolves, and vampires - just like records - become a lot less scary when you have the knowledge and tools to deal with them. When it comes to disposition, most people know that with zombies you aim for the head, with vampires you aim for the heart. And then you have tools like the silver bullet, the wooden stake, the occasional wreath of garlic. Once the retention period for records has ended, to ensure they don’t turn into zombies, they need to be disposed of according to their values and contents. Just like when disposing of monsters, there are different ways to dispose of records.

How many disposition methods are there and what are they? 

1. 2 - Delete, Transfer
2. 4 - Shred, Recycle, Delete, Transfer
3. 3 - Shred, Delete, Transfer
4. None - Certain records are kept forever and have no disposition method.

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…

Dramatic emails aren't forever emails

Workday notification emails

Is your UW Gmail or Outlook inbox being flooded by automated notifications from Workday? Maybe you are a supervisor being flooded with absence requests from employees. Or maybe with Finance Transformation you have been assigned a security role in Workday Finance and receive countless automated reminders on financial tasks. No matter the reason, consider making a rule to filter the emails you receive from Workday to better manage your inbox.

Any automated email from Workday is transitory in nature, since all the vital information is captured in the Workday system. As a result, any email from Workday can be deleted as soon as the reference purpose has been served. But how you define that reference purpose will be based on your own individual workflows and responsibilities. If you’re someone who accesses Workday every single day and never look at the countless emails flooding your email inbox, think about creating a rule that will send all emails from uw@myworkday.com to the deleted items folder.

However, if you rely on emails being sent to your inbox as a reminder to take an action (approve a leave request, complete an award task, upload a supporting document), then perhaps the rule could automatically add a To-Do flag to the email or could filter it to a dedicated folder of To-Do Tasks. Rules can be created based on sender, text in the subject line or body, and other many factors. Refer to our resource on Outlook Rules or contact our office for more tips on how to make your Workday experience more efficient.

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