Verify whether you have access to Content Manager by reviewing either the PDF Job Aid or the 1.5-Minute Demo about how to open Content Manager.

If you get an error message that includes "RCF: DNS lookup of network address failed ... No such host is known", it means that you are not connected to VPN. Verify your VPN connection and then try again.

If you get an error message that includes your network login anywhere in the message, it means that your account has not yet been enabled by Records Management. Email records.management@kingcounty.gov and let us know what agency (department-division-section) within Content Manager that you need access to.

If you cannot find Content Manager installed on your computer, either submit a helpticket or contact your IT support staff for assistance.

Training on how to use Content Manager is provided in different formats. Choose the option(s) that best meets your learning needs. 

Online Interactive Courses - each course is 30 minutes long and can be retaken as needed; courses are self-guided and do not contain audio

Short recorded demos - each demo is up to 5 minutes in length; demos have both audio and subtitles

Printable/downloadable job aids - most job aids are short (1-2 pages); also includes some longer user manuals; all in PDF format

Most county agencies use Content Manager in slightly different ways. A good step is to discuss Content Manager with your Records Management Lead to see how your work group is using the system. They can also orient you to any standard work documentation, file plans or other documents in your office that might help.

Some options to get started include:

View Your Available Categories

Each county agency has access to different record categories as defined on their retention schedule. Select Browse by Category on the Search tab to view which categories you have access to. You can also click on a category to see which records have already been filed there and see what naming conventions and folder structure your coworkers have been using.

Create a Digital Folder for General Communications

All county employees (with few exceptions) have access to the General Office Communications category, which is used for a large amount of emails in King County (especially those that are not transitory and that do not have more specific retention requirements). The countywide convention is to create one folder per year and file all of your general communication emails into that folder. Follow the job aid for How to Create a Digital Folder (PDF) and enter the information as shown below:

Folder Title: [Last name], [First Name] - [YYYY] General Communications
(example: Doe, John - 2022 General Communications)

Category: select General Office Communications and Staff Meetings from the list of available categories. 

Cutoff Date: enter 12/31 of that year.
(example: for 2022 general communications, enter 12/31/2022).

Begin Filing Emails into General Communications Folder

Most county employees have emails that are general communications and they can be filed to Content Manager as soon as the issue in question is resolved and they are no longer needed. Follow the job aid for How to File Emails from Outlook (PDF) to file some emails into the folder you just created.

If you are unsure what to file, refer to the General Communications description from your retention schedule. You can also use this guide to help determine what should or should not be filed. 

 

Set a Recurring Appointment in Outlook

Learning any new system takes practice and patience! We recommend that you set a recurring appointment for yourself in Outlook to devote some time to managing your records, which can include filing them to Content Manager. A good suggestion is to schedule 30 minutes per week, but it can be less often but we do recommend filing at least once per month.