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IT News

Category: Policy and procedures

Records and Information Management Month: Data storage guidelines

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries are sharing information about various topics related to records and information management. This week’s focus is on email records.

Every K-State employee is individually responsible for handling and maintaining records (including University email and other electronic records) under University policy and requirements. Emails are records that may contain evidence of official University actions, decisions, approvals, or transactions. Therefore, email is subject to the State of Kansas statutes, KSA 45-401 through 45-414, which apply to preserving and destroying records. Continue reading “Records and Information Management Month: Data storage guidelines”

Records and Information Management Month: Transitory records

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries are sharing information about various topics related to records and information management. We have many transitory records in  paper, audio, electronic, or other formats at K-State. This article focuses on defining the types of transitory records and how to dispose of the records properly. Continue reading “Records and Information Management Month: Transitory records”

Records and Information Management Month: University mobile devices, personal, devices, and account policy

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries are sharing information about various topics related to records and information management. This article focuses on the PPM 3091: Use of University Mobile Devices, Personal Devices, and Account Policy. Continue reading “Records and Information Management Month: University mobile devices, personal, devices, and account policy”

Records and Information Management Month: What is a record?

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries are sharing information about various topics related to records and information management. This article focuses on defining a record and explaining the different types of records created within an organization. Continue reading “Records and Information Management Month: What is a record?”

K-State shred day Nov. 19: What to shred?

Shred Day is scheduled 8:30–11 a.m. Friday, November 19, to properly dispose of university paper records on the Manhattan campus. Please review the university retention schedule to ensure accuracy in sending records for destruction. Further policy information governing records management includes the university’s records retention policy, PPM Chapter 3090.

Continue reading “K-State shred day Nov. 19: What to shred?”

K-State shred day Nov. 19: Required forms and expectations

Shred Day is scheduled 8:30–11 a.m. Friday, November 19, to properly dispose of university paper records on the Manhattan campus. Please review the university retention schedule to ensure accuracy in sending records for destruction. Further policy information governing records management includes the university’s records retention policy, PPM Chapter 3090.

Continue reading “K-State shred day Nov. 19: Required forms and expectations”

K-State shred day November 19

Shred Day is scheduled 8:30–11 a.m. Friday, November 19, to properly dispose of university paper records on the Manhattan campus. Please review the university retention schedule to ensure accuracy in sending records for destruction. Further policy information governing records management includes the university’s records retention policy, PPM Chapter 3090.

Continue reading “K-State shred day November 19”

Reminder: Retention schedule for Zoom recordings goes into effect July 5

Beginning Monday, July 5, all Zoom recordings older than 180 days will be automatically moved to Zoom Trash. Going forward, all Zoom cloud recordings will be deleted from Zoom cloud storage 180 days from the date of creation. These recordings will be moved to the Zoom Trash folder and available for 30 additional days for recovery before permanent deletion.

Recordings that need to be kept beyond 180 days should be downloaded from Zoom and stored on your own local storage or in a different cloud location such as YouTube, OneDrive, or Mediasite. Zoom recordings created using the ‘Record on this computer’ option are stored locally on your computer and are exempt from the 180-day retention policy. Continue reading “Reminder: Retention schedule for Zoom recordings goes into effect July 5”

IT Policy Update

The Division of Information Technology continues to review and update IT policies in PPM Chapter 3400. The process is outlined in KB 14656, The Division of Information Technology (IT) Policy Review Process.

The following policies have been updated or retired.

Updated Policies

  • PPM 3420 Information Technology Usage Policy: Statements regarding downloading of unauthorized software and compliance with federal legislation (FERPA, DMCA, and Gramm Leach Bliley) were added, including:
    • Not install or use peer-to-peer software or software commonly used for unauthorized acquisition or distribution of copyrighted or licensed material on university computers or those attached to the university network.
    • Be in accordance with state and federal laws (including FERPA, Gramm Leach Bliley Act, DMCA (Digital Millennium Copyright Act), US copyright laws, and policies regarding the protection of data).
  • PPM 3480 Wireless Network Policy: Changes include updating the title, cleaning up terminology, and adding a statement and definition regarding the IoT (Internet of things) and a statement about accommodating needs.

Retired Policies

Continue reading “IT Policy Update”