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

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

Best Practices for Team Communication Platforms

Tools like Slack and MS Teams free us from emails but present unique challenges. These best practices are designed to help offices use team communication platforms efficiently and in compliance with UW legally-approved retention policies.

Quick Reference Retention 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.


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

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

Measure Email Volume in Outlook

Use these step-by-step instructions to measure the volume of your email in Outlook. Knowing your email volume will help you focus your energy when you're cleaning out ROT (Redundant, Obsolete, and Transitory emails), can help you demonstrate success after a cleanup, and can help you choose how to structure your Inbox folders in the future.

Email Retention Outlook

Best Practices for Folder Structures

This resource outlines the requirements of a strong file structure with built-in retention. Do your records have a cut-off scheduled around a fixed-period in time or are they event-based? Using this guide can help you design a file plan that makes it easier for you and your users to find what you are looking for while following the legally-approved retention period for your records.

Network Drives Retention Quick Reference

Choosing the Right Electronic Storage Location

An important component of managing your office's electronic records includes storing them in an appropriate repository. Taking into account security and privacy concerns, the lifecycle of your records, and the ability to manage the location centrally, this resource will help you ask the right questions to decide what solution works best for you.

Email Network Drives SharePoint Retention

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

Should it Stay or Should it Go?

Looking to clean up your office, email, or network drive? Not sure what to keep and what to toss? Use this handy chart to make quick decisions!

Email Network Drives Infographic New Employee

Records Retention in SharePoint (Video)

Using metadata and content types, SharePoint Information Management Policy Settings allow you to set a retention period on folders in SharePoint and automate deletion of records that have met their retention requirements.

SharePoint Retention

Managing Nebula Drives

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

Network Drives Infographic

Applying Retention in Outlook

UW-IT created a list of choices for Outlook that -- with an easy click of your mouse -- can apply an approved retention period to your e-mail.

Outlook Email

Outlook Rules

Rules in Outlook allow you to automatically perform an action based on the characteristics of an incoming message. This tool can be used for a wide variety of functions.

Outlook Email

Automatically Delete Messages in Outlook Using AutoArchive

The AutoArchive tool allows you to automatically delete messages based on policies of your choosing. This is a great way to regularly clear out the large portion of emails with no specific retention without having to think about it.

Email Outlook

Outlook Quick Steps

Quick Steps allow you to take a process that requires multiple steps and combine them into one easy action. There are many possible uses for this tool, such as flagging a message and moving it into a folder, or forwarding a message to your entire work team, or creating a calendar item based on the message.

Outlook Email

Sharing Outlook Email Folders

If you use Outlook to view your UW Exchange email, you can share email folders with other UW employees. Creating a shared folder will give the individual(s) you specify access to the emails, contacts, tasks, or notes contained in that folder. You may remove access to a shared folder at any time.

Outlook Email

Outlook Conversation Cleanup

Every time you reply to a message, you end up including the text of all the previous messages in the conversation, filling your inbox with duplicate information. The conversation tool can assist with a quick cleanup of duplicate messages. Use this tool to view all messages in a conversation together, and use the cleanup function to delete the duplicate text.

Outlook Email

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.

Outlook Calendars

Saving an Outlook Calendar

Because calendars have a specified mandatory retention period, action must be taken to preserve these records (including metadata) when an employee leaves a department or the university. In Outlook, one way to accomplish this is to export a copy of the employee’s calendar to a PST file.

Outlook Calendars

Vital Records Manual

Vital Records are records that must be protected because of severe consequences to the office and the University as a whole if the record is lost or destroyed.

Quick Reference