Join the Records Management team in taking just five minutes each day to streamline your digital records.

UCOP’s annual digital spring cleaning will take place this year from May 6 through May 9, and the Records Management team has a new, fun approach to help you minimize digital clutter!

Starting today, visit this link to take simple actions to reduce unnecessary digital files. Delete a few unnecessary documents or sort some emails into folders in your archive. Commit to managing your records for five minutes a day through Friday, May 9.

Let’s show OP that leaving paper records behind doesn’t mean leaving document hygiene behind!

Why should I get rid of unnecessary digital records?

• Streamlining your document collection will make it easier to find what you need when you need it, helping you avoid aggravation and save time.
• Data storage has an environmental cost. Reducing your digital footprint is a sustainability win.

How do I know which records can be disposed of?

UCOP’s Records Management is responsible for maintaining the UC Records Retention Schedule, which gives us a handy framework to decide how long to keep information and documents we create or receive.

In general, you’ll want to dispose of:

• Records with lapsed retention periods
• Outdated non-record documents (rough drafts, convenience copies, publications from outside sources, emailing lunch plans, etc.

How can I learn more about responsible records management?

• Search the retention schedule at recordsretention.ucop.edu.
• Get helpful tips on records management, including storing department documents and which records to destroy.
• Watch a video with UC experts sharing email management ideas.

If you have any questions or need more help, please contact records@ucop.edu.

What’s the best way to start my digital records detox?

Think about records management for a few minutes a day, and stay motivated by completing our challenge along with your colleagues.

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