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.
What is a record?
A record is any document (paper or electronic) created or received by offices or employees that allows them to conduct business. This definition includes, but is not limited to:
- Correspondence
- Forms
- Reports
- Committee minutes
- Memoranda
- Policy statements
- Budgets
If a document helps you perform your job description or documents your office’s history and/or administration, it is probably a record and should be handled appropriately.
What is not included?
- Duplicate or convenience copies of correspondence
- Drafts of letters or reports
- Routing slips
- Correspondence not related to your job duties
Tips for cleaning up your space
- Remove convenient copies in our offices or records that are no longer needed as they are now in electronic format.
- Review all records (paper and electronic) and ensure that you are keeping the required documents based on the retention schedule. The State and System regulations do not differentiate between electronic and paper records.
- Prepare documents that are about to reach the end of their retention period so that they can be destroyed. You can start filling in the Destruction Form so that it won’t be such a huge undertaking when it is time to actually dispose of the documents.
- Review your filing system. Ensure records are being named correctly, stored in suitable locations, and remove duplicate copies and everything has been filed.
- Use the retention schedule to authorize the destruction of records https://www.k-state.edu/arm/records/schedules.html.
For examples of any of these records, see the Identifying Records website.
Electronic media will not be included in this Shred Day event. Therefore, floppy disks, CDs, DVDs, hard drives, etc., will not be collected.
Departments can place their paper documents with personal identity information (Social Security numbers, birth dates, credit card numbers, etc.) in designated boxes at the NW corner of Bosco Plaza near Martin Luther King Jr. Drive.
Boxes should not weigh more than 25 pounds each and must be accompanied by a Campus Shred Day form.
Records Management 101 training will be offered 10:30 a.m.-12 p.m. Wednesday, November 10, to address questions about records management, campus shred day, or other records topics.
For questions regarding records retention and disposition, contact Ryan Leimkuehler, University Records Manager, at rleimkue@ksu.edu or 785-532-5013.
Shred Day is a cooperative venture provided by University Archives and Records Management and the Division of Information Technology.
