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.
What is a record?
Records are the information you create and maintain while doing your job. Records can be in any media, including paper, magnetic tape, and optical disks. Work-related records, including emails 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 evidence who you are and what you do.
The most effective way to know what records you have is to conduct a comprehensive inventory, including records in electronic systems and all locations. An inventory is the first step in developing a formal records management program.
Types of 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 generally used to publish scholarly studies and investigations.
- Electronic – An electronic record is information recorded by a computer produced or received during an agency or individual activity’s initiation, conduct, or completion.
For examples of these records, see the Identifying Records website.
Records Management 101 (Hybrid)
Records Management 101 training and information sharing sessions are available during April. All sessions are held hybrid via Zoom/in person, and registration is recommended. Register through HRIS, KSU Training Enrollment.
- Thursday, April 7, 10-11:30 a.m. – Hale Library 181/Zoom
- Thursday, April 13, 2-3:30 p.m. – Hale Library 181/Zoom
- Wednesday, April 19, 11:30 a.m. -1:00 p.m. – Hale Library 181/Zoom
Shred Day
A Shred Day has been scheduled to properly dispose of university paper records on the Manhattan campus. Shred day is 9–11:30 a.m. Wednesday, April 27, at the northwest corner of Bosco Plaza near Martin Luther King Jr. Drive.
For more information, contact Ryan Leimkuehler, University Records Manager, at rleimkue@ksu.edu.
