Newsletter: Delete your obsolete records, avoid a case of deja boo

Live Event: "What's the deal with UW Archives?"

Join us in this virtual event with the UW University Archivist, John Bolcer, to learn how to identify archival records and your role in preserving University history.

RMS staff will start with how to know which records to delete and which to save, and we’ll point out the specific types of records designated as archival. We will clarify the differences between UW Archives and UW Records Management (a topic many people find confusing), and we’ll share time-tested strategies for making sure records designated as archival actually make it there.

Then UW Archives staff will offer useful details about their work, including: how to manage records in your office before transferring them to the Archives, how to transfer records to the Archives, acceptable formats to transfer, and how to access records held by the Archives.

When: October 8, 2024 from 2-3pm

Where: Zoom

Click here to add to your Outlook calendar

Live Event: Halloween Deleting Party

Managing email can be scary! Afraid to delete a substantive record that is past retention? Scared of that item count steadily rising? Terrifyingly full inbox?

Attend the live 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 work tag 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 24, 2024 from 2-3pm

Where: Zoom

Click here to add to your Outlook calendar

New Email Quiz: Is it Garbage or is it Gold?

RMS is pleased to announce our newest addition to our online training suite: the Garbage vs. Gold Email Quiz. Take this 10-minute quiz to refresh your email retention knowledge. Including concrete example email text from our popular live event this summer, the Garbage vs. Gold Email Quiz will teach you how to spot the substantive (gold) messages instead of over-retaining the transitory (garbage) emails cluttering up your Inbox and Sent mail.

Questions? Feedback? Suggestions? Contact us at recmgt@uw.edu.

Scan Center opens at UW Creative Communications

UW Creative Communications (C2) has just opened the doors to their new scan center. Working in partnership with Records Management Services and UW-IT Enterprise Document Management teams, C2 offers a range of services to support digitizing paper records. From transporting your records to the scan center, to actual scanning, to shredding, C2 provides a cost effective, on-campus solution to the boxes of records currently occupying valuable space in your office. With digital records, you will find filling public records requests much easier, adhering to record retention schedules simple, and locating and retrieving files a breeze. 

C2 handles all kinds of document scanning in their secure location.  From HR, student, or grant records to historical documents, C2 will pick up, prep, scan, and upload your files to the UW-IT DocFinity document management system, OneDrive, SharePoint Online, or similar systems. Pricing is based on the complexity of prepping and scanning your documents. With standard “banker” boxes holding approximately 2,000 – 2,800 sheets of paper, C2 has a range of pricing from $150 a box to $350 a box. To learn more about the C2 Scan Center or to send a Scan Request, please visit the Scan Center website. 

Delete your obsolete records before they zombi-fy!

As Halloween approaches, it's time to banish those obsolete records lurking in your digital domains—before they rise from the dead! Just like a good horror movie, you don’t want any zombie records haunting you and causing confusion, extra work, and time spent wading through ROT! ROT (Redundant, Obsolete, and Transitory records) make up 80% of all information at the UW.

Zombies never die! Check out our infographic to avoid a records apocalypse. So, grab your digital broomsticks and sweep away those obsolete records before they become your very own office zombies! Remember, the only thing that should be scary this Halloween is your costume, not your clutter! And the only thing that should be ROT is that pumpkin you left on your front steps come Thanksgiving…

Happy deleting! ?✨

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