Going Paperless with Workday: Considerations from RIM

Contributed by Caroline Walters

Records & Information Management is responsible for compliance with the Virginia Public Records Act and associated regulations on the management and retention of University records. As UVA transitions to Workday Financials as the system of record for all transactions, attaching supporting documentation to the Workday transactions allows for the reduction in keeping paper and electronic records in the departments. Paperless is the goal, but electronic records are still subject to retention rules.

Did you know?  Following retention rules is the balance between retaining information we need to document transactions and activities, and not keeping information too long. The Virginia Public Records Act is clear that retention time periods are not minimums, and that destroying records regularly and consistently is the goal. Read more on the Records Management Website.

As we replace Oracle with Workday, schools and units may find that they have supplemental systems that that they will keep and some that they will retire. Even if you will no longer use it, the system and its data can't simply be deleted. There are still mandated retention time periods even for the data we aren't transferring to Workday. Please contact Records & Information Management to help you determine what to retain, and to properly document destructions. We are here to help! Records@virginia.edu

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For more information, visit the Records Management Website, or contact them at records@virginia.edu