A new Blog and a new Process

Welcome to Records Management's Reflections blog on everything that is records at the University of Washington.  Our goal of the blog is to bring you current, relevant and useful news you can use while managing your email, electronic files, databases, I drive, social media accounts, desk, inbox and filing cabinets (i.e. all of your records!). 

We decided to launch a blog in order to create an interactive tool between the Records Management office and you.  We hope this forum will provide a place to post information, exchange relevant ideas and address concerns.  So, Welcome!  Come join in the conversation!

Some things never change

Last week, at the local office of the National Archives, an intern stumbled upon this letter (check out the date, amazing how some things never change).

However, some things have changed since 1915: the shelving and the upgrade to an acceptable storage system was provided to the affected department.  Nowadays, a department would be to told to fix it themselves!

All amusement aside, this letter highlights some key issues that truly have not gone away: when storing records, find a suitable location where there is little to no chance of them being accidentally destroyed due to neglect.  A water damaged, moldy or otherwise damaged record will do you no good in a court of law, during an audit or if there is a public records request.  Neglect is not an admissible defense.  Finally, only keep records for the appropriate length of time.  Once the retention period has been met, dispose of the records in order to ensure a manageable workspace and reduce litigation and audit risks.

A new tool!  Whoo-hoo!

Tired of performing your monthly budget reconciliation in paper when the majority of the reconcilable items are on online?  May we introduce to our latest favorite app: Online Reconciliation via MyFinancial.desktop.  That's right, the MyFD people heard your requests and have delivered the ability to reconcile online, thereby reducing the need to receive Department BARs and BSRs in paper.  Users will be able to access the enhanced Reconciliation Tool and new Reconciliation Status Report via the "Reports" dropdown menu beginning Wednesday, February 16th.  This release also includes a high priority enhancement for eProcurement and MyFD users, allowing them to drill through (via a link) from a posted e-invoice transaction in MyFD to the Ariba e-invoice.

Here is what you need to know

The reconciliation process happens in 2 steps: the ability to check off transactions and add notes/comments was rolled out last Fall, 2010.  The next step is this new e-electronic signature and review module which finally allows offices to complete the entire process online, alleviating the need to print BARs and BSRs.

In fact, there is no need to print anything held in the Financial Desktop.  For audit and legal purposes, MyFinancial.desktop holds the official copy of these records for the University.  If you chose to print anything out, like a BAR or BSR, you may consider it a copy which can be destroyed as soon as it has served its reference purpose for you.

There are only 2 exceptions to this rule.

1. If you have a record that is not on the Financial Desktop, like a ProCard receipt, you are responsible for keeping the record for the full retention period.
2. For those rare sponsored budgets that do not submit financial status reports at least annually, you will need to continue to keep copies of any transaction records for their full retention period.  It is not necessary to keep copies of budget reports.  This is true not only for MyFinancial.desktop, but also for other source systems like Ariba.

(Look for our next blog post on the retention of grant financial records.)

Regarding supporting documentation

ISDs, CTIs, eTravel Docs.  What do we do with all this supporting documentation? 

Do we need to print paper copies?

No.  If you receive these records electronically, these is no need to print out and store them in paper.  Keep them in their electronic format and store them either on your "I drive" (which is backed up nightly) or if you receive them via email, you may save them in a folder in your email account.

How about the retention for supporting documentation?

The retention of the records remains the same as its always been.  Continue using the UW General Records Retention Schedule section 6 (State Budget) and section 7 (Grant Budget) to identify each record's retention.  Remember, it does not matter if the record is electronic or paper, the retention remains the same.

So, what if I am still receiving paper BARs and BSRs?

As long as you are reconciling your budget using MyFD, you may turn "off" your physical copies of BARs and BSRs.  Wondering if your department is a candidate for opting out of printed BARs and BSRs?  See here for more information.

Do you have any comments or questions about our post...or do you have a handy electronic filing tip to share?  Log in with your UWID and share!

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