‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌   ‌
 
Click here to see this online
 
 
 

Records and Information Management Services: Fall 2021 Newsletter

 
 

Update on Iron Mountain Collaboration

 
 
  Iron Mountain logo
  Iron Mountain logo
 

RIMS Coordinator Bill Herrera is working with the College of Medicine in Chicago as they pilot-test a new platform through Iron Mountain called Iron Mountain Connect. The University now has a strategic contract with Iron Mountain that will reduce fees for all departments.

In order to coordinate services requested from Iron Mountain, a quarterly meeting will be held between RIMS and Iron Mountain.  This will give us a communication channel to review requests from U of I colleges, departments and units for RIMS services from IM in order to review an efficient usage of IM services.  

Are you thinking of storing items with Iron Mountain? Contact RIMS and we can help!

 
 

Join RIMS for a Webinar on Inventory and Documentation

 
 
Title Slide of Webinar "Inventory and Documentation"  
Title Slide of Webinar "Inventory and Documentation"  
 

Join us on THURSDAY, NOVEMBER 16, 2021 for a live webinar on “Inventory & Process Documentation”. We will cover how to plan a records inventory, best methods, organization tips, and process documentation. This webinar has been previously offered, but has some updated content. 

 

As a reminder, RIMS always has self-paced video modules on basic records management concepts available on-demand.  

 
 

RIMS Annual Report FY21 Released!

 
 
  Cover of Annual Report FY21
  RIMS Annual Report FY21
 

RIMS has published its FY21 annual report. The Annual Report summarizes the goals and activities of the RIMS office in FY21 and outlines expected priorities for FY22. Records and Information Management Services focuses on improving operational efficiencies for the University of Illinois System while being mindful of the need for securing our information assets and meeting compliance requirements.

During FY21, RIMS responded to 439 unique inquiries from clients seeking guidance or needing clarification. We also oversaw the approval for and disposal of over 5,165 cubic feet (~ 206,600 lbs) and 35 GB of University records. 

 
 
 
 

TIP: How to Set Default Downloads/Document Folder Location in Windows

 
 
 
 
A visual diagram displaying steps to set your Downloads folder
A visual diagram displaying steps to set your Downloads folder
 

On University computers running the Windows operating system, documents do not automatically save to your H: network drive. Instead, documents default to the C: drive, which is only stored locally (not backed up) on the computer and potentially containing sensitive Student or HR data.   Whenever you receive a new University computer running Windows, it is imperative that you follow the following instructions to set your default documents folder to be your H: network drive. Failure to do so could lead to you being unable to access saved files from another computer or losing data if your University computer malfunctions.

Windows 10

  1. Click the [Windows] button > choose "File Explorer."
  2. From the left side panel, right-click "Downloads" > choose "Properties."
  3. Under the "Location" tab > type "H:\Downloads"
  4. Click [Apply] > Click [No] when prompted to automatically move all files to the new location > Click [OK].
  5. If you believe you have documents saved in C:\Downloads, you can go to that location and manually copy the files to your H:\ drive.

Windows 7

Note:

If you don't see a Documents folder under the Libraries folder, then click the small triangle next to "Libraries" in the left pane to expand the folder.

  1. Go to Windows Start > Open "Computer."
  2. Click the triangle next to "Downloads."
  3. Right-click the "My Documents" folder.
  4. Click "Properties" > Select the "Location" tab.
  5. Type "H:\downloads" in the bar > Click [Apply].
  6. A message box may ask you if you want to move the contents of the folder to the new folder. Click [No]. If you have files saved on your C: drive, you can move those manually.
  7. All files will now default save to your H: drive.

Note:
This setting is machine-specific. For faculty and staff, that means you only have to perform this once on your office computer. For students, this means that each time you log on to a new Windows University computer, you will have to change this setting unless another user has already done so.

Read more about safe practices while working remotely.

 
     
 

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

 
 
 
 
 

Subscribe