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Author: Ryan Leimkuehler

PPM 3091: Personal Devices and Accounts Policy Reminder

Posted on by Ryan Leimkuehler

Mobile computing is an increasing part of everyday life; as devices become ubiquitous and more powerful, the complexity of tasks achieved away from the office on mobile devices grows. As the capabilities increase, so does the need to adhere to security protocols.

Photo of President Myers and the quote In addition to compliance, this policy protects students, faculty, and staff, by outlining the risks and liabilities for the use of personal devices. This policy protects University data/records and protects your personal documents.According to President Myers, “In addition to compliance, this policy protects students, faculty, and staff, by outlining the risks and liabilities for the use of personal devices. This policy protects University data/records and protects your personal documents.”

In addition to compliance, this policy protects faculty, students, and users by outlining the risks and liabilities for use of personal devices.

This does not only protect University data/records but also protects your personal documents. Unless specifically authorized, only Kansas State University’s mobile devices may be used to hold or process University records. Use of personal devices may open the device/account to litigation in the case of a Kansas Open Records Request; see PPM 3060: Kansas Open Records Act. Accessing information on a personal mobile device is acceptable since the information does not “live” on the device; however, downloading to a personal device violates the policy. Continue reading “PPM 3091: Personal Devices and Accounts Policy Reminder” →

Records and Information Management Month: Email FAQs

Posted on by Ryan Leimkuehler

Records and Information Management MonthAs part of Records and Information Management Month, the Division of IT and K-State Libraries share information about various topics related to records and information management. This week’s focus is on email records.

Every K-State employee is individually responsible for handling and maintaining records (including University email and other electronic records) under University policy and requirements. Emails are records that may contain evidence of official University actions, decisions, approvals, or transactions. Email is subject to statutes of the State of Kansas, KSA 45-401 through 45-414, which applies to preserving and destroying records. Continue reading “Records and Information Management Month: Email FAQs” →

Records and Information Management Month: What is a record?

Posted on by Ryan Leimkuehler

Records and Information Management MonthAs 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. Continue reading “Records and Information Management Month: What is a record?” →

PPM 3091: Use of university mobile devices, personal devices, and accounts policy published

Posted on by Ryan Leimkuehler

""This article for Records and Information Management Month (RIM) will focus on the new PPM 3091: Use of University Mobile Devices, Personal Devices, and Account Policy.

Mobile computing is an increasing part of everyday life; as devices become ubiquitous and more powerful, the complexity of tasks achieved away from the office on mobile devices grows. As the capabilities increase, so does the need to adhere to security protocols. Continue reading “PPM 3091: Use of university mobile devices, personal devices, and accounts policy published” →

Retention schedule for Zoom recordings

Posted on by Ryan Leimkuehler

On Jan 4, 2021, K-State instituted a 180-day retention policy for Zoom cloud recordings.

Beginning Monday, July 5, 2021, all recordings older than 180 days (Jan. 4, 2021, or older) will be automatically moved to Zoom Trash. Going forward, all Zoom cloud recordings will be deleted from Zoom cloud storage 180 days from the date of creation. These recordings will be moved to the Zoom Trash folder and will be available for 30 additional days for recovery before permanent deletion.

Recordings that need to be kept beyond 180 days should be downloaded from Zoom and stored on your own local storage or in a different cloud location such as YouTube, OneDrive, or Mediasite. Zoom recordings created by using the ‘Record on this computer’ option are stored locally on your computer and are exempt from the 180-day retention policy.

Zoom has an article on how to delete local or cloud recordings.

Remember some recordings may fall under public records and retention laws, visit the official university retention schedule database for guidance. If you have additional records questions, please contact Ryan Leimkuehler the University Records Manager at rleimkue@ksu.edu.

Winter electronic workspace remote work clean up

Posted on by Ryan Leimkuehler

Over the past year, we have had a unique working environment, and many of us have worked remotely for several months or longer. To properly manage records and workspaces, it is important to clean up our spaces regularly.

Between semesters provides a perfect opportunity to dedicate time to proper records management. For common questions about cleanup practices and what should stay and what should go, please use the suggestions below for general guidance.

FAQs:

  • How do I know what is and is not a record? A University record can exist in any format: paper, audio, electronic, or other formats. The easiest way to determine if something is a record is to ask yourself, “is this conducting official university business?” if the answer is yes, then it is likely a record. Other non-records include drafts, duplicate copies of the official record, messages where the information has no operational value, superseded lists, and correspondence where you are not the official recipient, such as “cc” or “bcc” in the case of emails.
  • How do I know when I should destroy, archive, or transfer a record? All official records of the University can be found on the KSU Records Retention Schedule. If you can’t find the record on the schedule, we will need to create a retention schedule. To remain in compliance with the State of Kansas public records laws, follow official retention schedule guidance. Contact the University Records Manager if you believe a retention schedule is needed.
  • What is the difference between paper and electronic records? The format does not matter in the determination of what is a record and what is not. Regardless, if the record exists in paper or electronic format, they fall under the same retention schedule. Internal department policy may need to be developed to determine the official record for ease of management in your office.
  • Working remotely offers a unique challenge to the management of electronic records.
    • Avoid saving official University records to your personal device, be it your cell phone, tablet, personal laptop, or desktop computer. Alternative storage locations could be OneDrive or department shared drive accessed via VPN. Follow your departmental guidance for storage solutions.
    • Delete digital file copies when your work is complete to remove the risk of duplicate files cluttering your storage space.

Much of the above information has focused on electronic records clean up, but it is also important to routinely clean up your paper file locations. Confidential and secure records should be routinely destroyed via shredding.

If you are a teaching faculty and are curious about what you need to keep/destroy from semester to semester, retention schedules that may help you determine what to keep and destroy are provided below. Other records retention guidance can be found on the Archives and Records Management website.

If you have additional records questions, contact Ryan Leimkuehler, the University Records Manager at rleimkue@ksu.edu.