Electronic Records (Including Email)
Employees should carefully consider where to store University records.
Document management systems, like OnBase and ImageNow, or properly configured network shared drives are ideal for storage of University records with highly sensitive data (HSD). SharePoint sites and Teams channels associated with a department or on-going projects are best for records that do not contain HSD.
Cloud storage like UVA Box and OneDrive are never acceptable for HSD and should not be used for long term storage. These accounts are associated with an employee and are deleted when employees leave the University.
Faculty and staff are granted a short grace period before their accounts are deleted after leaving the University. RIM can attempt to retrieve electronically stored information if contacted promptly during that grace period.
- Guidelines for Digital Records Storage
- Organize and Find Information
- Manage Your Inbox
- Recordings Best Practices
- Scanning Best Practices
- Shared Drive Clean-Up
Automating Retention (M365)
- Automating Retention in Microsoft Applications (video)
- Assigning Labels - Outlook (tip sheet)
- Assigning Labels - Outlook Web Access (tip sheet)
- Assigning Labels - OneDrive (tip sheet)
- Assigning Labels - SharePoint (tip sheet)
- Assigning Labels - Teams (tip sheet)