{"id":4899,"date":"2023-06-29T17:36:07","date_gmt":"2023-06-29T17:36:07","guid":{"rendered":"https:\/\/www.education.uw.edu\/technologycenter\/?page_id=4899"},"modified":"2023-06-29T19:02:40","modified_gmt":"2023-06-29T19:02:40","slug":"retention-reference-guide","status":"publish","type":"page","link":"https:\/\/www.education.uw.edu\/technologycenter\/how-to-guides\/retention-reference-guide\/","title":{"rendered":"UW Retention Policy Reference Guide"},"content":{"rendered":"<p>As a state agency, any recorded information created, received, or used by the University community is considered a record. Below you will find information regarding the retention of email, documents and files, as well as tips for improving organization and management of these items.<\/p>\n<h2 style=\"text-align: left;\">Quick Links<\/h2>\n<h3 style=\"padding-left: 40px;\">Email Retention Policy<\/h3>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><a href=\"#section1\">Email you can delete<\/a><\/li>\n<li><a href=\"#section2\">Email you should retain<\/a><\/li>\n<li><a href=\"#section3\">Best practices for organizing email<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3 style=\"padding-left: 40px;\">Document and File Retention Policy<\/h3>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><a href=\"#section4\">Documents you can delete<\/a><\/li>\n<li><a href=\"#section5\">Documents you should retain<\/a><\/li>\n<li><a href=\"#section6\">Best practices for organizing documents <\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h2>Email Retention Policy<\/h2>\n<p>Every University of Washington employee\u00a0is\u00a0<em>responsible for<\/em> email in accordance with University policy and Washington State law, <a href=\"https:\/\/app.leg.wa.gov\/rcw\/default.aspx?cite=40.14\">RCW 40.14<\/a>. Emails that are created or received to pass along information of very temporary value can be deleted immediately. Emails (or attachments) that provide a record of the function of your office need to be retained based on set retention schedules.<\/p>\n<h3>Examples:<\/h3>\n<h4 id=\"section1\">You can delete emails that are transitory:<\/h4>\n<p>\u2022 Emails used to set-up or accept meetings<br \/>\n\u2022 Announcements<br \/>\n\u2022 Student emails with general questions<br \/>\n\u2022 Emails sent as reference<br \/>\n\u2022 Requests for information<br \/>\n\u2022 Preliminary drafts<br \/>\n\u2022 Acknowledgements<br \/>\n\u2022 Attachments saved elsewhere<br \/>\n\u2022 Emailed reports from UW systems<\/p>\n<h4 id=\"section2\">You should keep emails that are substantive:<\/h4>\n<p>\u2022 Policy and procedure directives<br \/>\n\u2022 University business decisions<br \/>\n\u2022 Legal, discipline or audit issues<br \/>\n\u2022 Purchases or invoices or receipts<br \/>\n\u2022 Final reports or recommendations<br \/>\n\u2022 Requests for a waiver or appeal<br \/>\n\u2022 Grade appeals or grievances<br \/>\n<strong>\u2022 <\/strong>Student Advising Files<br \/>\n\u2022 Address disciplinary and conduct issues<\/p>\n<p><a href=\"https:\/\/finance.uw.edu\/recmgt\/email\">More information about the email policy and retention schedules<\/a><\/p>\n<h3 id=\"section3\">Email Best Practices<\/h3>\n<div>\n<div>\n<ul>\n<li><a href=\"https:\/\/finance.uw.edu\/recmgt\/training-uw-email-best-practices\">View the Email Best Practices video from Records Management<\/a><\/li>\n<li>Review your email on a weekly or monthly basis. Delete emails that are transitory based on the University&#8217;s email retention policy and schedule.<\/li>\n<li>Unsubscribe from email lists that you no longer want or need to receive.<\/li>\n<li>Organize email with labels or folders:\n<ul>\n<li><a href=\"https:\/\/support.google.com\/a\/users\/answer\/9260550?hl=en#2.1\">Creating labels in Gmail<\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/organize-email-by-using-folders-0616c259-4bc1-4f35-807d-61eb59ac79c1\">Creating folders in Microsoft Office 365 (video)<\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/create-a-folder-in-outlook-3d3120d4-3c0e-4fef-b396-89b68324eba6\">Creating folders in Outlook (Windows)<\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-au\/office\/add-or-remove-a-folder-in-outlook-for-mac-71948772-18f5-4ef6-b8a4-396e70d70598\">Creating folders in Outlook (Mac)<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<div>\n<div>\n<ul>\n<li>Setup rules to automatically move emails to labels or folders:\n<ul>\n<li><a href=\"https:\/\/support.google.com\/a\/users\/answer\/9260550?hl=en#2.4\">Creating rules in Gmail<\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/set-up-rules-in-outlook-75ab719a-2ce8-49a7-a214-6d62b67cbd41\">Creating rules in Microsoft Office 365 (video) <\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/manage-email-messages-by-using-rules-c24f5dea-9465-4df4-ad17-a50704d66c59\">Creating rules in Microsoft Outlook (Windows)<\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-au\/office\/create-a-rule-in-outlook-for-mac-c8fde328-de0d-4579-abc4-564cc8922f71\">Creating rules in Microsoft Outlook (Mac)<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<hr \/>\n<h2>Document and File Retention Policy<\/h2>\n<p>As a state agency, any recorded information created, received or used by the University community is considered a record. Retention periods are approved by the State Records Committee as required by RCW <a href=\"https:\/\/app.leg.wa.gov\/RCW\/default.aspx?cite=40.14.050\">40.14.050<\/a>, and are expected to be destroyed\/deleted at the end of their legally-approved retention periods.<\/p>\n<h3>Examples:<\/h3>\n<h4 id=\"section4\">You can delete\/discard:<\/h4>\n<ul>\n<li>Incorrect versions of documents, drafts and duplicates<\/li>\n<li>Graded student exams, papers, projects and other work that has been retrieved by the student<\/li>\n<li>Informal notifications\/communications<\/li>\n<li>Requests for information<\/li>\n<li>Transmittal memos<\/li>\n<li>Electronic records or reports from:\n<ul>\n<li>BI-Portal<\/li>\n<li>Curriculum Database Printouts<\/li>\n<li>DARS (Degree Audit)<\/li>\n<li>EDW<\/li>\n<li>Printouts from EARS, MyPlan, or MyGrad<\/li>\n<li>Registrar On-Demand Reports<\/li>\n<li>UW Time Schedule<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><a href=\"https:\/\/finance.uw.edu\/recmgt\/transitory\">Additional information on files you can delete<\/a><\/p>\n<h4 id=\"section5\">You should retain:<\/h4>\n<ul>\n<li>Course syllabus and description for 6 years then transfer to University Archives<\/li>\n<li>Course materials not contained in Canvas until no longer needed plus 1 quarter<\/li>\n<li>Grade listings not contained in Canvas for 5 years after the end of the academic year<\/li>\n<li>Graded student exams, papers, projects and other work that has <strong>NOT<\/strong> been retrieved by the student for 1 quarter<\/li>\n<li>Record of a student&#8217;s appeal of a grade, or other grievance for 5 years after the end of the quarter in which it was resolved<\/li>\n<li>Students\u2019 thesis or dissertation for 6 years after the degree was awarded<\/li>\n<li>Course exams and answer sheets for 6 years and then transfer to University Archives<\/li>\n<li>Student advising files for 1 year after the student is inactive or graduated<\/li>\n<li>Student reference letters for 1 year after the end of the calendar year<\/li>\n<\/ul>\n<p><a href=\"https:\/\/finance.uw.edu\/recmgt\/gs\/search\">Search for additional files you should retain<\/a><\/p>\n<h3 id=\"section6\">Documents and Files Best Practices<\/h3>\n<ul>\n<li>Review your current files\/documents\/records and delete those approved for deletion.<\/li>\n<li>Create a file naming convention to locate files faster:\n<ul>\n<li><a href=\"https:\/\/finance.uw.edu\/recmgt\/resources\/file-folder-naming-conventions\">Records Management Services Recommendations on File\/Folder Naming Convention<\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-us\/office\/rename-a-file-baea7aab-760b-4ee0-af58-06e940d505a4\">Rename a file in Office365 (Windows, Mac)<\/a> or <a href=\"https:\/\/support.apple.com\/guide\/mac-help\/rename-files-folders-and-disks-on-mac-mchlp1144\/mac#:~:text=On%20your%20Mac%2C%20select%20the%20items%2C%20then%20Control%2Dclick,or%20change%20the%20name%20format.\">Rename a file or folder (Mac)<\/a><\/li>\n<\/ul>\n<\/li>\n<li>Use folders to organize and manage files:\n<ul>\n<li><a href=\"https:\/\/finance.uw.edu\/recmgt\/resources\/folder-structures\">Records Management Services Best Practices for Folder Structures<\/a><\/li>\n<li><a href=\"https:\/\/support.microsoft.com\/en-au\/office\/create-files-and-folders-in-onedrive-work-or-school-e1f59717-2f02-494d-93c6-8ef9613e82ba\">Create folders in OneDrive<\/a><\/li>\n<li><a href=\"https:\/\/support.apple.com\/guide\/mac-help\/organize-files-with-folders-mh26885\/mac\">Create folders (Mac)<\/a> or <a href=\"https:\/\/support.microsoft.com\/en-au\/office\/create-a-new-folder-cbbfb6f5-59dd-4e5d-95f6-a12577952e17#:~:text=Navigate%20to%20where%20you%20want,new%20folder%2C%20and%20click%20Save.\">Create folders (Windows)<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>As a state agency, any recorded information created, received, or used by the University community is considered a record. Below you will find information regarding the retention of email, documents and files, as well as tips for improving organization and management of these items. Quick Links Email Retention Policy Email you can delete Email you should retain Best practices for organizing email Document and File Retention Policy Documents you can delete Documents you should retain Best practices for organizing documents&#8230;<\/p>\n<div><a class=\"more-link\" href=\"https:\/\/www.education.uw.edu\/technologycenter\/how-to-guides\/retention-reference-guide\/\">Continue reading <span class=\"screen-reader-text\">UW Retention Policy Reference Guide<\/span><\/a><\/div>\n","protected":false},"author":25,"featured_media":0,"parent":2985,"menu_order":11,"comment_status":"closed","ping_status":"closed","template":"","meta":{"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_uf_show_specific_survey":0,"_uf_disable_surveys":false,"footnotes":""},"class_list":["post-4899","page","type-page","status-publish","hentry"],"aioseo_notices":[],"featured_image_urls_v2":{"full":"","thumbnail":"","medium":"","medium_large":"","large":"","1536x1536":"","2048x2048":"","320w":"","480w":"","800w":"","mug-shot":"","sidebar-width":"","full-content":""},"post_excerpt_stackable_v2":"<p>As a state agency, any recorded information created, received, or used by the University community is considered a record. Below you will find information regarding the retention of email, documents and files, as well as tips for improving organization and management of these items. Quick Links Email Retention Policy Email you can delete Email you should retain Best practices for organizing email Document and File Retention Policy Documents you can delete Documents you should retain Best practices for organizing documents Email Retention Policy Every University of Washington employee\u00a0is\u00a0responsible for email in accordance with University policy and Washington State law, RCW&hellip;<\/p>\n<div><a class=\"more-link\" href=\"https:\/\/www.education.uw.edu\/technologycenter\/how-to-guides\/retention-reference-guide\/\">Continue reading <span class=\"screen-reader-text\">UW Retention Policy Reference Guide<\/span><\/a><\/div>\n","category_list_v2":"","author_info_v2":{"name":"Monica Amore","url":"https:\/\/www.education.uw.edu\/technologycenter\/author\/mlamorewashington-edu\/"},"comments_num_v2":"0 comments","_links":{"self":[{"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/pages\/4899","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/users\/25"}],"replies":[{"embeddable":true,"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/comments?post=4899"}],"version-history":[{"count":35,"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/pages\/4899\/revisions"}],"predecessor-version":[{"id":4942,"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/pages\/4899\/revisions\/4942"}],"up":[{"embeddable":true,"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/pages\/2985"}],"wp:attachment":[{"href":"https:\/\/www.education.uw.edu\/technologycenter\/wp-json\/wp\/v2\/media?parent=4899"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}