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Click here to see this online
 
 
 

Records and Information Management Services: Fall 2020 Newsletter

 
 

So You’re Working Remotely….Now What?

 
 
 Man types on laptop
 Working Remotely
 

Keep these items in mind for setting up and maintaining an ideal work from home/remote environment: 

  • Don’t save work documents on your personal devices. Connect remotely to your work computer or use a University hosted application like OneDrive for storing documents. This allows you to continue work on projects without creating duplicate copies and losing track of drafts. It ensures your work is backed up and protected from computer glitches. Also, remember that personal devices can’t guarantee the level of privacy required for University documents.
  • Keep things separate. It is always best practice to separate your work from your personal life. If you do save a work-related file on a personal device, it is still considered a public record. All information created or received at the University, including meeting recordings, are public records and subject to audit, litigation, and public records requests.
  • Most employees will need to continue meeting with their work teams, committees, and supervisors while they work from home. Alternatives to meeting in-person include video, voice, and chat options, in addition to traditional email correspondence. Here are the university-supported options. 
  • Shared online spaces. Microsoft Teams, Skype, SharePoint, BOX, and other online team communication platforms can keep conversations and projects moving along while cutting down on the back-and-forth of email. Here are some best practices when using these platforms.
 
 

Transition to TeamDynamix

 
 
 Questions and answers icon
 Our new ticketing system
 

In Late February of 2021, RIMS joined AITS in transitioning our help desk tickets to a new system called TeamDynamix also known as TDNext.

While we hope this transition will be seamless for our clients, we understand change can be frustrating. You can still create tickets by directly emailing RIMSGroup@uillinois.edu or refer to this job aid in how to create a ticket in TDNext.

 
 

Help us spread the word about Adobe Sign!

 
 
Adobe Sign logo 
Adobe Sign logo 
 

RIMS continues to support the rollout of Adobe Sign, a digital signature platform that is now available for all University employees and departments. Find out more at http://web.uillinois.edu/esignature

Has your department already signed up for Adobe Sign? We’d love to hear about your experience! RIMS is taking part in a taskforce focused on expanding usage across the universities. Please email testimonies and use cases to juliew@illinois.edu.

 

Not yet on board?  We can help! Check out our KB article on how to get provisioned.

 
 

Spotlight: RIMS Training

 
 
 Screenshot of Module One RIMS Training
 RIMS Training
 

It’s a great time to brush up on your records management know-how! Did you know we have several on-demand training modules about basic records and information topics like retention guidelines, disposal, storage, and more? Visit our Training page to start learning today.

We are in the process of updating and adding to some of our existing trainings. We hope to host a live webinar about E-mail Management sometime over the summer. Interested in being notified of future training sessions? Please email RIMSGroup@illinois.edu!

 
   
 

The RIMS team sends a newsletter twice per academic year at the start of the Fall and Spring semesters. We've included you in the recipient list for this newsletter based on your prior interaction with RIMS, but feel free to unsubscribe if you feel this content is not relevant to you.

If you were forwarded this email and would like to receive to future newsletters, please subscribe

 
 

Contact RIMS

go.uillinois.edu/RIMS

 
 
 
 
 

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