Construction continues on the new UCOP building, and all departments should be actively preparing to move in 2020. A key step is managing existing hard-copy records — evaluating, organizing, storing, digitizing or purging them. Records Management is here to help!

Workshops on digital records taxonomies

Workshops will be held April 22 and 23 on creating records taxonomies (hierarchical listings of topics or subject categories), naming conventions and metadata tags (indexing fields) to better organize digital records for storage and retrieval. Due to limited space, advance registration is required. The workshops will be held in Franklin 5320:

• Monday, April 22, 9 – 11 a.m.
• Monday, April 22, 2 – 4 p.m.
• Tuesday, April 23, 8:30-10:30 a.m.

“D-TOKs Your Workspace” week is April 22 – 26

It’s time to D-TOKs (delete, toss, keep stuff) your workspace and purge your non-records. Gather materials you no longer need and toss them into recycling bins that will be available on each floor at all Oakland locations.

Learn how to define a record or non-record.

Important cautions

• Do not discard records that are the subject of a litigation hold or other records freeze, or that have been requested pursuant to the California Public Records Act, an investigation, an ongoing audit or another legal process.
• If you have any questions about whether records are required to be preserved for legal reasons, please contact your legal counsel at the Office of the General Counsel.

TOPS staff are here to help

To assist everyone in managing records, Building and Administrative Services has hired temporary staff (TOPS), managed by Records Management. Contact records@ucop.edu or (510) 987-0399 to schedule TOPS assistance for your department.

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