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

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

Should it Stay or Should it Go? (Infographic)

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

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 (Infographic)

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

Network Drives

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

Guide to Files Management

Our Files Management manual provides guidance for establishing and maintaining the records of your office by the most efficient and economical means available.

Quick Reference

Guide to Vital Records

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

Quick Reference


For your convenience, we have compiled a Frequently Asked Questions section with immediate answers to common questions and specific issues.

Retention Email