Newsletter: Sleighing the Records Game

Best Practices for Folder Structure Demo Event

Join us for a live demo event where we’ll convey best practices for naming and organizing electronic files and folders. You will learn tips and tricks that you can apply to your office’s records, which will help optimize and streamline your daily work.

When: December 10, 2-3pm

Where: Zoom link

Excited to dive in before the event? We’ve got some web resources you can check out in the meantime:

Recommendations on File/Folder Naming Conventions

Best Practices for Folder Structure

Structuring Electronic Files

Save the Date: Participate in Compliance & Ethics Week

Planning for our third annual Compliance & Ethics Week is in full swing, and this upcoming year we are scheduling it to coincide with National Clean Out Your Computer Day, which occurs during the week of February 10-14, 2025.

From February 10-14, 2025 at 10am each day we’ll be hosting engaging events that will help you improve your compliance game in 2025. We’ll cover hot topics such as business continuity and research administration.

We’ll teach you practical skills, such as understanding the difference between Records Management Services and UW Medicine Records Management & Information Governance, as well as effective ways to clean up your electronic records.

We’ll also feature a new event called “What’s Wrong Here?” where our many partner offices present scenarios of behaviors that are both correct and incorrect, and we’ll use Zoom polls for attendees to guess which one is in legal compliance.

Check out the event page. More specific information coming soon!

Retention Update

Effective immediately.

New Series

Litigation Case Files

Updated/Amended Series

Bid Documents – Unsuccessful and Cancelled
Series title and description changed to include cancelled and unsuccessful bids only. Awarded bids should follow Contracts and Agreements.
The retention period was increased to 3 years after bid awarded or decision not to proceed.

Scan Our Favorite Email Hack

Managing your email inbox can be overwhelming and time-consuming.  Email communication is integral to our daily work, and we receive and send many emails each day. However, it’s important to keep in mind that all those emails can be requested through Public Records Requests, audits, litigation and as part of investigations.

Finding yesterday’s email that you need today, deleting emails that are past retention, and just organizing your inbox can be daunting.

If you’ve wanted to tackle your inbox but have found yourself overwhelmed or clueless, you should check out and bookmark our new Email Hub. The Email Hub includes guides intended to inspire proactive and efficient email management. Make sure to check out the Email ROT Deleting Guide, the guide on destruction holds, or our 9-minute University Email Best Practices training. Now you can find these guides and many more all in one convenient location.

Anything missing that you’d really like us to include in the Email Hub? We’d like to hear from you! You can contact us by sending a message to recmgt@uw.edu.

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