Records Management Services has created the following resources, tutorials, and tips to assist University employees in their record keeping.

Looking for email resources? Head over to our Email Hub.

Records Related to Faculty Searches

This resource is meant to assist all three campuses of the University of Washington with how to manage the records created and received throughout each stage of the faculty search process and the specific roles faculty, staff, students, and leadership play at each stage.


Plan Your Shared Storage Location Clean-up

So you know you need to clean out your shared drive, OneDrive, SharePoint, Teams library, or other shared storage location. How do you ensure success? Target ROT--Redundant, Obsolete, or Transitory records--and stay on track using a custom-built cleanup project plan. This form guides you through the questions you need to ask in order to stay oriented during your expedition into unstructured data territory.


Network Drives Retention

RMS Self-Assessment

Take our Records Management Self-Assessment and learn where you or your office falls on the records management compliance scale. Evaluate your current situation and get advice on working toward a more compliant future state.


Retention Network Drives

Records Authorities and Records Coordinators

In order to ensure every UW department and unit complies with state and federal laws and regulations relating to the records, information and data they create, receive, manage, and use, our office relies on Records Authorities (RAs) and Records Coordinators (RCs) to act as liaisons for their units.


Retention

Optical Character Recognition

Optical Character Recognition, or OCR, recognizes text within digital images. The process of converting a scanned image into recognizable characters can make scanned documents searchable and more accessible. Learn how to convert and search PDF files using Adobe Acrobat Pro.


Retention

Recommendations on File/Folder Naming Conventions

Establish a file/folder naming convention that balances being robust enough to help you organize and find your information while still being simple enough that it can be used by the whole office.


Network Drives

FT, Records Management, and the Disposition of Finance Systems

Retiring or remediating a finance system due to FT? Plan how the remediation or retirement of each system will occur. This includes identifying what records need to be kept in the existing system, what records can be deleted and what records will be migrating to another system.


Retention

Tip Sheet: Going Paperless

As you switch your office’s processes from paper to electronic or improve your existing electronic processes, consider these tips and examples.


Quick Reference Network Drives

Choosing the Right Electronic Storage Location

An important component of managing your office's electronic records includes storing them in an appropriate location.


Network Drives SharePoint Retention

Best Practices for Folder Structures

Design a file plan that makes it easier to find what you are looking for while following the legally-approved retention period for your records. Includes sample file plans by type of record. Applies to all electronic records, including email. 


Network Drives Retention Quick Reference

List Your Folder Structure in Windows

Create a list of all folders in a directory using the Windows command prompt. Use this inventory of existing folders and files to restructure your shared drive or target ROT (Redundant, Obsolete, and Transitory records) for deletion. Knowing what you have is the first step in identifying obsolete, overly-nested, or poorly-named folders and files.


Network Drives Retention

Quickly View Shared Drive Volume

Use these brief instructions for Windows File Explorer to quickly check the data size and number of files and folders in your shared drive. This is a great tool to measure progress when simplifying file systems and reducing ROT--Redundant, Obsolete, and Transitory records. Need advice on managing your records and destroying ROT? Consult with the RMS ROT Squad


Network Drives Infographic

Saving Webpages For Retention or Holds

Follow these steps if you need to save an independent copy of a webpage for retention purposes or when it is subject to a destruction hold.  This resource shows how to save a copy of a webpage and its components, including video or other embedded files.


Retention

Best Practices for Team Communication Platforms

Tools like Slack and MS Teams free us from emails but present unique challenges. Here's how to maintain compliance with UW legally-approved retention policies while efficiently using these platforms.


Quick Reference Retention Infographic

Cloud-Based Applications Best Practices

Offices and departments at the UW can use cloud applications to store university records provided that the records are managed properly. This resource helps offices and departments to establish best practices around records retention, usability, privacy & security, account management, implementation, and provider contracts. 


Retention Quick Reference Infographic

Destruction Holds

Upon receiving a destruction hold notice, it is vital to identify and preserve all materials related to matter. This resource provides detailed guidance on how to reorganize your electronic records subject to a destruction hold.


Network Drives Retention SharePoint

Structuring Electronic Files

A guide on how to create and maintain a digital filing system. Includes tips on figuring out what you have, keeping records organized and easily found by your entire office. Learn how to:

  • Involve your stakeholders
  • Analyze existing records
  • Develop a new filing system
  • Inform users/training
  • Implement and purge annually

Network Drives Retention SharePoint

Quick Reference Cards

Whether you just started at UW or have been here for years, managing records is a fact of life. Print and display our Quick Reference Cards in your workspace.


Retention Quick Reference New Employee

Managing MWS/Nebula Drives

This infographic contains basic facts and management tactics for UW employees using Nebula.


Network Drives Infographic

Cleaning Up Outlook Calendars

The retention period for calendars is 1 year after the end of the calendar year. This can be a difficult retention to implement unless you are very familiar with how your email client works. Learn how to clean up your Outlook calendar in this resource.


Calendars

Save an Outlook Calendar

Calendars have a specified mandatory retention period, and these records must be preserved when an employee leaves. Learn how to use Outlook to export a copy of a calendar to a PST file.


Calendars

20 Day Challenge

Take the UW 20 Day Records Management Challenge. Start at the beginning of any month and accomplish clear actions to increase your records management knowledge and the state of your records. Please don’t hesitate to contact us with questions along the way. 


Retention

Zombie Records Infographic

We created a Zombie Records infographic to remind everyone to manage your ROT. Redundant, Obsolete, and Transitory records make up 80% of all information at the UW. Help us fight World War Z and get those ROT zombies under control.


Retention Infographic