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Gmail is a web-based email and calendaring service provided as part of the Google Apps suite. Records Management Services - Outlook Tutorials UW Gmail Description UW-IT does not automatically preserve these records on your behalf. Storing records in email typically makes it difficult for others in your office to access these records and can increase the burden of responding to public records requests, litigation, or audit.īefore an employee separates from your office, any records with continuing retention requirements must be transferred to another employee or stored in a centralized location such as a network drive or SharePoint site or Google Shared Drive.

Use folders to organize and manage records by type and date range.

When suitably configured, UW Exchange Online is appropriate for storage of any type of records. Most users access Exchange using the Outlook desktop or O365 web app. UW Exchange Online is the University’s Microsoft Office 365 offering for email and calendaring. * These repositories will persist beyond employee separation if you use a departmental/shared account.Īdditional Detail UW Exchange Online Description † Access to these repositories can be centrally-managed if you use a departmental/shared account. Contact UW-IT to ensure your office’s implementation meets the requirements of your records.ĭon't see the storage option you're looking to use? Contact us with questions. In addition, the security and privacy provided by many of the services below are dependent on proper configuration and use.Īll storage options should be cleared by department leadership in accordance with all the regulations that govern the data and/or operations of your department. For example, a department that works with Controlled Unclassified Information (CUI) will need to comply with NIST 800‑171. Beyond the general guidelines provided below, there may be additional requirements that will impact how and where you store your electronic records. This resource is not intended to address the specific data security and privacy concerns of every office at the University of Washington.

Materials that may be disposed of without a specific retention period.

Electronic records that do not need to be printed or saved.Choosing the Right Electronic Storage LocationĬhoosing the Right Electronic Storage Location Menu.