Join our Listserv! Contact Us The ROT Squad
Adamant About Records Management
Spring into action with EDM
Do you need help with document management? Are you trying to go digital?
The Enterprise Document Management Team (EDM) may be able to assist you with your department’s business needs. EDM offers document management support as well as eSignature services.
eSignatures Service (DocuSign) offers a way to review, sign, and manage documents, securely and efficiently.
By using the eSignatures Service, users can:
- Send: simply upload your document and send
- Receive: quickly access and sign documents
- Manage: track status of your business process
Document Management System (DMS)
Use DMS to store, discover, view, share, and manage electronic records throughout their lifecycle using DMS Service (DocFinity).
DMS Service provides the following key capabilities:
- Upload: offers a “Quick” (simple) upload function that supports single-item and batch-upload capabilities
- Index: associate metadata to records and change field values using the “Simple Index” feature
- Search: designed to search on any identified metadata that has been configured
- Retain: ensure records are retained appropriately and purged at the end of the legally approved retention period
Integration between Services
In addition, we offer an optional integration between the eSignatures service (powered by DocuSign) and the Document Management System (DocFinity) that enables the seamless storage, retrieval, and viewing of electronically signed documents.
Retention Update
Effective Immediately
We added a new record series to the UW General Retention Schedule that impacts HR departments who manage TN status documentation.
If your office has any records documenting academic personnel or staff seeking nonimmigrant status as TN NAFTA workers, you are required to retain them for 6 years after termination of employment/application expired or withdrawn. TN status documentation may include:
- USCIS forms I-129, I-907, I-539, I-824, and I-797;
- CBP form I-94;
- UW H Visa Request Form;
- prospective employment letter
- credentials evaluations (if applicable)
Should you have any questions about this new series, please contact us at recmgt@uw.edu.
New resource: Faculty Search Records guide
Every school, college, department across all three UW campuses hires new faculty, but until now there has not been a one-stop-shop for best practices on how to handle the records created during this vital process. In partnership with the ADVANCE Center for Institutional Change, Office for Faculty Advancement, and Office of Academic Personnel, we have created this new resource to assist the UW with managing the records created and received throughout each stage of the faculty search process. The primary audience is faculty who participate on the search committee, who are eligible to vote for new appointments, and/or individuals who may provide feedback to the search committee during the search for a new faculty member. Please share this widely with your faculty colleagues.
Microsoft Teams Chat Retention
On May 1st an automated 30-day retention policy began to be applied to all Microsoft Teams chat messages. You will notice that Chat messages older than 30 days are beginning to no longer appear in your Teams application. Remember, Teams Chats are to be used only for communications that are transitory in nature. If you have sent or received a substantive communication via Chat, it is your responsibility to export that content out of the Chat platform before the 30-day retention is applied. If you need to communicate substantive information, Teams Channel Posts are more appropriate. Channel Posts are not subject to the auto-deletion policy, and instead it is your responsibility to manage that communication based on its content and function. Contact our office if you have questions or need assistance at recmgt@uw.edu.
Book the ROT Squad for summer
Do you have a mess in a closet/old shared drive/or email account that you have been hoping to find a moment to clean up and haven’t? Maybe you have files your predecessor left behind because they thought it “might be useful”. Perhaps you still have emails from your previous job in a different department at UW.
Summer is a great time to tackle that mess once and for all. The ROT Squad is here to help! We specialize in identifying redundant, obsolete, and transitory records. We can look at your records with you. We can help you individually or work with your whole team to implement best practices during summer cleaning.
For more information and to book a consult, check out our webpage. If you have questions prior to booking a consult, email us at rotsquad@uw.edu.
FETCH THE FUTURE...GO DIGITAL
Click here to watch the video on this new University-wide initiative.
WE ARE ALWAYS HERE TO HELP
Barbara Benson
Emily Lemieux
Lynn O'Shea
Sean Whitney
Laetitia Rhodes Kaiser
206-543-7950