As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries will share information about various records and information management topics. 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 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, including records in electronic systems and in all locations. An inventory is the first step in developing a formal records management program.
Types of records
- Administrative – Records that 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 a fiscal value related 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 a computer produces or receives in the initiation, conduct, or completion of an agency or individual activity.
RIM Events
- Records Management 101 (Hybrid), Hale Library RM 181 or via Zoom
- Thursday, April 6, 10-11:30 a.m.
- Thursday, April 20, 2-3:30 p.m.
- Tuesday, April 25, 11:30-1:00 p.m.
- K-State Shred Day, Thursday, April 27, 9 a.m. -12 p.m.
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 Archivist.
