As part of Records and Information Management Month, the K-State Libraries and the Division of IT collaborate to illuminate crucial aspects of records and information management. This article delves into the fundamental concept of a record and explores the diverse types of records commonly generated within organizational contexts.
What is a record?
Records are 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 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 best way to keep track of your records is by doing a thorough inventory. This means checking all your electronic systems and all places where records might be kept. 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 initiating, conducting, or completing an agency or individual activity.
Upcoming RIM Events:
- RM101 — April 5, 10–11:30 a.m. in Hale Library 181 and Zoom
- Records Management and Data Governance Q&A — April 9, 10:30 –11:30 a.m., via Zoom.
- RM101 — April 19: 2-3:30 p.m., via Zoom.
- RM101 — April 23: 11:30-1 p.m., Hale Library 581 and via Zoom.
- Shred Day — April 24, 9–11:30 a.m.
To attend the RM 101 events in person or via Zoom, you must register for the sessions in HRIS under KSU Training Enrollment.
If you have any questions about records and information management, contact Danielle Hall (dnhall@ksu.edu), University Records Manager.
