D-TOKs! Delete, toss, or keep stuff—Take the 21 records challenge
April 19, 2021 •
Earth Day is coming up and Records Management is sponsoring a non-records purge event, April 22 – 29. The goal is to “D-TOKs” (delete, toss, or keep stuff) our space of unnecessary electronic non-records.
“Non-records” are materials of immediate value only that are not maintained as administrative records. They include things like data entry sheets, rough drafts, multiple copies of publications, and blank forms. Our “Is it a record?” decision tree can help determine if your document is a record.
Take the cleanout challenge!
Most people think electronic files use less resources than paper documents, but digital files still cost money in storage and, when there’s a vast amount, increased retrieval time.
Take our cleanout challenge to reduce UCOP’s electronic footprint! Set aside just 15 minutes each day for a week, starting April 22, to D-TOKS the 21 types of electronic non-records. Here’s what to look for.
D-TOKS your inbox, Outlook data files, and email archive
- Zoom notifications
- Newsletter notifications, like Link or UCOP News Clips
- Social emails (lunch meetings, Zoom bingo, affinity group events)
- Scheduling emails
- Old drafts
- Convenience copies
- Professional organization/ conference emails
- Junk mail
- UCOP-L listserv emails
- Box notification emails (share, moved, uploaded)
- ServiceDesk blast emails
- Slack notifications
- Out of office responses
- Courtesy “cc” messages
D-TOKS your Box folders, shared drives, P-drives and SharePoint
- Duplicate file copies
- Old versions of documents
- Old drafts
- White papers
- Downloads
- Cookies
- Professional organization and/or conference materials
For more information on non-records and other records-management topics, check out our tips and training and retention schedule. Contact records@ucop.edu or (510) 987-0399 with any questions.
Tags: electronic files, file storage, records management
