As part of Records and Information Management Month, the Division of IT 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.
What is a record?
Records are information you create and maintain in the course of doing your job. Records can be in any media, including paper, magnetic tape, and optical disks. Work-related records, including email, that you produce in your home and on your personal home computers are still the property of K-State. Your records are unique to K-State and are evidence of who you are and what you do.
The most effective way to know what records you have is to conduct a comprehensive inventory, making sure to include records in electronic systems and in all locations. An inventory is the first step in developing a formal records management program.
Types or records
- Administrative – Records which pertain to the origin, development, activities, and accomplishments of K-State. These generally fall into two categories: policy records and operational records, .
- Legal – Records of legal value include those with evidence of legally enforceable rights or obligations of the State.
- Fiscal – Records that have fiscal value relate to financial transactions.
- Historical – Records worthy of permanent preservation for reference and research purposes are selected for deposit in the University Archives.
- Research – Research records are used in scholarly studies and investigations generally for publication.
- Electronic – An electronic record is information recorded by a computer that is produced or received in the initiation, conduct or completion of an agency or individual activity.
For examples of these records, see the Identifying Records website. If you have any questions about records and information management, contact Ryan Leimkuehler (rleimkue@ksu.edu), University Records Manager.
