All records pertaining to ongoing or pending audits, lawsuits (or even reasonably anticipated lawsuits), litigation holds, or public disclosure proceedings must not be destroyed, damaged, or altered until the issue is resolved and you are explicitly advised that such records may be destroyed.

  • number 01Newsletter/Listservs from UW or from relevant industries
  • number 02Announcements (suspended operations, e-outage or IT maintenance work, UWPD alerts)
  • number 03System notifications from Workday or ARIBA
  • number 04Informal Notifications/Communications (meeting announcements, reservations, confirmations
  • number 05Drafts. Draft emails, draft documents
  • number 06Requests for general information. What are your office hours? What is your phone number/mailbox/office number? What’s the application deadline?
  • number 07Calendar invitations, acceptances, meeting announcements, meeting agendas and other scheduling. This includes Zoom Meeting invitations
  • number 08Brainstorming and Collaborating. Delete once they have served their reference purpose. These could be in Slack, JIRA, Smartsheet, Google Jamboards, emails, digital white boards, digital Post-It notes, etc.
  • number 09Organizing/Monitoring Work in Progress. Delete once they have served their reference purpose. These could be on Excel, Microsoft Project, Google Jamboards, Google Sheets, calendar reminders, notes, tasks, etc.
  • number 10Lists and logs. Old lists or logs that have been superseded as new data/information was received. Can include membership lists, contact information, office birthdays, weekly to-do lists.
  • number 11Duplicates. Extra copies of correspondence, forms, reports, exports/printouts from a master file or database. Includes Electronic Records that do not need to be printed or saved as well as Digital Student-Related Reports extracted from a master file or database.
  • number 12Published Reference Materials. Delete as soon as they have served their reference purpose. These include materials from other UW offices, vendors or non-UW institutions and range from digital magazines, flyers, or announcements.
  • number 13COVID-19 Visitor Logs. Delete 30 days after creation. This does not include attestations for on-site employees.
  • number 14Any items uploaded to ARIBA. ARIBA is the system of record. Copies of attachments are duplicates and can be destroyed at any time once uploaded to ARIBA.
  • number 15When deleting Emails on your smartphone, be sure to swipe to Delete. Do not swipe to Archive. Go back later and Delete from your Deleted folder.
  • number 16Deleted Items. Empty your Deleted Items folder. Empty your computer's Recycle Bin folder.
  • number 17Voicemail notification emails, including the .WAV or .MP4 attachment. These are duplicates.
  • number 18Outlook calendar items older than 1 year.
  • number 19Personnel records for employees who left your department before 12/31/2018.
  • number 20Emails from your previous UW position should be shared with your previous supervisor and then deleted from your email account, or if you have been out of your previous position for a minimum of 6 years, can be deleted.
  • number 21Folders on your shared drive, SharePoint, Google Drive or other location that have met their legal retention period. 
  • number 22Personal emails unrelated to UW business (Amazon orders, Christmas cards, personal appointments) 

It's surprising how these twenty-two categories can represent so many records. How many did you delete? Enjoy your leaner, meaner systems for 2022.