Tip Sheets and Guidance

Below are helpful resources for managing and organizing your records.

Database Records - Retention and Disposition

How to define records within a database or information system for the purposes of records retention and disposition.

Document Version Control Guidelines

Guidance on consistent naming and versioning of drafts and final documents, that are collaborated on by multiple employees and/or departments.

File Naming Guidelines

How to name your electronic files and folders in a consistent manner, to make searching and disposing of records easier.  A consistent file naming convention should be adopted by your entire department.

File Naming Conventions Best Practices Tip Sheet 2021

File Organization Best Practices

The basics of creating an electronic file structure in your email and shared server spaces, to be adopted by your entire department.

Information Security Control Requirement (ISCR) DAT3 and Records Management Self-Assessment

Part I can serve as the annual records management review required in ISCR DAT3. Each question maps to a requirement in the DAT3 control. Part II is an optional records management assessment which serves both to benchmark records management compliance and better guide the direction of records management services.

Microsoft Teams Naming Convention Guidelines

Guidance for creating university-wide consistency in naming conventions, so that students, faculty and staff can more easily locate and join groups within the Microsoft Teams application, but also align teams with retention schedules.

Outlook Tools and Guides

Guidance in managing emails according to records retention schedules.  Topics include: email clean-up strategies, Outlook send and file instructions, creating file structures, and applying retention rules in Office365. 

Email Management Guideline 

Email Management Guideline for Outlook 365 Online Users

Saving Email Attachments

Preservation Notices

This Practical Tips for Instituting a Preservation Notice (2020) tip sheet outlines practical records management concepts that can be implemented before and after a preservation notice has been issued.

Recorded Content Retention and Guidelines

Guidance on retention periods for various types of recorded content in Zoom, Microsoft Teams, etc., when and why you should record, and recording etiquette.

S3 & S4 Secure Data Destruction Requirements

Requirements for secure destruction of electronic media, data, and paper records and university-approved destruction vendors, according to the OSU Information Security Control Requirements (ISCR).

Security Risk Assessments (3rd Party)

This document is intended to offer guidance on the data retention (and disposition) aspects 3rd Party Security Risk Assessments, in particular part 1.3.3 of the assessment. This guidance should be used both in conducting the assessments as well as the AWG and SAC evaluation of the assessments.

Student Employee Email Addresses

Importance of requesting an employee email account for student employees in order to separate work and personal emails for the purposes of public records, discovery, privacy and other compliance factors.

Transient & Non-Records

Guidance in determining the types of records considered transient, which can be destroyed as soon as they are no longer needed, without submitting a Certificate of Records Destruction.

University Microsoft 365 Storage Matrix

M365 file storage matrix covering OneDrive, Teams, Exchange/Outlook, SharePoint, and unit shared drives. Outlines uses, features, retention and disposition, and access deactivation.