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

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.

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Flowchart for Processing and Managing Email

Working at the University of Washington typically means sending and receiving a lot of email on a daily basis. Because of the volume, it can be difficult to stay on top of, and making decisions on what to delete and what to keep can take a significant amount of time out of your day. This flowchart is designed to help you process (appropriately file or delete) and manage (properly retain and destroy) email quickly and efficiently using a "touch it once" methodology.

Outlook Email

22 Things to Delete in 2022

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.

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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

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.

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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

Cleaning Up Conversations in Outlook

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. Outlook's conversation tools can assist with a quick cleanup of duplicate messages. Use Conversation View to view all messages in a conversation together, and use the Conversation 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