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.
FT, Records Management, and the Disposition of Finance Systems
Retiring or remediating a finance system due to FT? Plan how the remediation or retirement of each system will occur. This includes identifying what records need to be kept in the existing system, what records can be deleted and what records will be migrating to another system.
Choosing the Right Electronic Storage Location
An important component of managing your office's electronic records includes storing them in an appropriate location.
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.
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
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.
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.
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.
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.
Off Boarding at the UW
Leaving the University? From a records management standpoint, there are a few steps to complete prior to your exit. Ensure records are maintained for their full retention period and records on destruction hold because of a public records request, audit, or litigation remain accessible until the matter is resolved.