Records Management Resources | Records Management Services

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.

	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 To ensure compliance with state and federal laws governing records, information, and data management, Records Management Services (RMS) relies on Records Authorities (RAs) and Records Coordinators (RCs) to serve as liaisons within their units. These roles are crucial for managing records effectively across the University of Washington.	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
	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 recmgt@uw.eduDesign 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
	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
	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