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

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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

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

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

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

Managing MWS/Nebula Drives

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

Network Drives Infographic