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Category: Cybersecurity

Records and Information Management month: email records management

Posted on by Christine Doucette

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries share information about various records and information management topics. 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.

Email Records Frequently Asked FAQs provide guidance for creating, managing, archiving, and deleting emails. In addition, retention periods are listed on the Records Retention Schedule.

Continue reading “Records and Information Management month: email records management” →

Records and Information Management month: data storage guidelines

Posted on by Christine Doucette

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries share information about various records and information management topics. This week’s focus is on data storage guidelines.

As part of the State of Kansas, Kansas State University is governed by statutes defining records retention requirements. State laws prohibit destroying or disposing of government records except as authorized by law or applicable retention and disposition schedules. To learn more, view What is a record?

Continue reading “Records and Information Management month: data storage guidelines” →

Duo student enrollment continues through April

Posted on by Christine Doucette

K-State student enrollment in Duo began in February and should be complete before the end of April. During the enrollment process, students are randomly added to enrollment groups. When you receive your enrollment email, follow the instructions, enroll in Duo, and set up your authentication device.

You need to complete your enrollment within two weeks of receiving the email. Enrollment usually takes less than five minutes and requires a laptop or desktop computer and a mobile device for self-enrollment. For step-by-step enrollment instructions, view the Duo Enrollment Guide.

Thank you, students, for enrolling before your deadline expires. Because of your diligence, the enrollment process will be completed before finals. Once you have enrolled in Duo, you will continue to have the extra layer of security for as long as you remain a student at K-State.

Need help enrolling in Duo? Contact the IT Service Desk at 800-865-6143 or 785-532-7722 or via Live Chat. For face-to-face service, visit the IT Service Desk on the second floor of Hale Library.

Records and Information Management month: transitory records

Posted on by Christine Doucette

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries share information about various records and information management topics. At K-State, we have many transitory records in paper, audio, electronic, or other formats. This article focuses on defining the types of transitory records and how to dispose of the records properly.

Examples of Transitory Records

  • Announcements and notices of a general nature
  • Drafts
  • Convenience or duplicate copies
  • Messages where the information has no operational value
  • Superseded lists
  • Publications that are obsolete replaced, or otherwise no longer useful
  • Blank forms

Continue reading “Records and Information Management month: transitory records” →

Records and Information Management month: devices and accounts

Posted on by Christine Doucette

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 for Records and Information Management Month (RIM) will focus on 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 “Records and Information Management month: devices and accounts” →

Records and Information Management month: What is a record?

Posted on by Christine Doucette

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

Have you completed the 2023 Cybersecurity Awareness Training?

Posted on by Cathy Rodriguez

Cybersecurity Training - Feb. 1-March 31The deadline to complete Cybersecurity Awareness training is March 31. All faculty, staff, and student employees are required to complete the training, or you will lose eID access. If your eID is suspended, you will lose access to all University systems on April 14. Once you complete the training, your access will be restored.

If you have student employees who are no longer employed, be sure to terminate them in HRIS to prevent their access from being removed in case they are still active students.

Access the training

  1. Visit the Division of IT website: https://www.k-state.edu/it/.
  2. At the bottom of the page, click the Access Training button.

Record of training completion

After you complete the training, your training record in HRIS will be updated. It will be listed under the Training Summary as Cybersecurity Awareness, with the course code WIT590 and course session 2023.

If you have questions about the security awareness training, contact the IT Service Desk:

  • Phone: 532-7722
  • Live chat
  • Walk-in: 2nd Floor, Hale Library

Duo: Student enrollment continues

Posted on by Christine Doucette

K-State is now enrolling students in Duo two-factor authentication. Students have been randomly added to enrollment groups. When you receive your enrollment email, follow the instructions, enroll in Duo, and set up your authentication device.

You need to complete your enrollment within two weeks of receiving the email. Enrollment usually takes less than five minutes and requires a laptop or desktop computer and a mobile device for self-enrollment. For step-by-step enrollment instructions, view the Duo Enrollment Guide.

Need help enrolling in Duo? Contact the IT Service Desk at 800-865-6143 or 785-532-7722 or via Live Chat. For face-to-face service, visit the IT Service Desk on the second floor of Hale Library.

Duo enrollment: Remember me for 10 days feature

Posted on by Christine Doucette

K-State is now enrolling students in Duo two-factor authentication. Students have been randomly added to enrollment groups, so you may receive your enrollment email in March or April. When you receive your enrollment email, follow the instructions, enroll in Duo, and set up your authentication device.

You need to complete your enrollment within two weeks of receiving the email. Enrollment usually takes less than five minutes and requires a laptop or desktop computer and a mobile device for self-enrollment. For step-by-step enrollment instructions, view the Duo Enrollment Guide. Continue reading “Duo enrollment: Remember me for 10 days feature” →

Duo two-factor enrollment begins Feb. 15

Posted on by Christine Doucette

Cybersecurity is a significant concern in our technology-driven world, and K-State must be more vigilant. Unfortunately, over 90% of breaches today involve compromised usernames and passwords. To keep your personal information safe, K-State offers Duo two-factor authentication to provide a second layer of security for your account by using a secondary device to verify your identity. This prevents anyone but you from accessing your account, even if they know your password.

What do I need to do?

On Feb. 15, K-State will begin enrolling students in Duo two-factor authentication. Students have been randomly added to enrollment groups, so you may receive your enrollment email in February, March, or April. When you receive your enrollment email, follow the instructions in the email and enroll in Duo, and set up your authentication device. You need to complete your enrollment within two weeks of receiving the email. Enrollment usually takes less than five minutes and requires a laptop or desktop computer and a mobile device for self-enrollment. For step-by-step enrollment instructions, view the Duo Enrollment Guide. Continue reading “Duo two-factor enrollment begins Feb. 15” →