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Category: Data management

Records & Information Management month: Email records management

Posted on by Christine Doucette

As part of Records & Information Management Month, the K-State Libraries and the Division of IT collaborate to illuminate crucial aspects of 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.

Email Records Frequently Asked FAQs provide guidance for creating, managing, archiving, and deleting emails. Retention periods are listed on the Records Retention Schedule. Continue reading “Records & Information Management month: Email records management” →

Records & Information Management month: How to identify transitory records

Posted on by Christine Doucette

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 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
  • Blank forms
  • Convenience or duplicate copies
  • Drafts
  • Messages where the information has no operational value
  • Superseded lists
  • In-house publications that are obsolete, superseded or otherwise no longer useful

Continue reading “Records & Information Management month: How to identify transitory records” →

K-State using geolocation for cybersecurity

Posted on by Christine Doucette

""The internet is an incredible tool for learning and sharing information, but it poses a cybersecurity threat. To keep hackers from stealing your personal information, K-State uses geolocation to safeguard accounts from being compromised by utilizing IP information. If suspicious activity is recognized, the user will receive an email notification of the activity with recommendations on the next steps, which could include updating account passwords.

Continue reading “K-State using geolocation for cybersecurity” →

Records & Information Management month: What is a record?

Posted on by Christine Doucette

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

When to use K-State’s VPN

Posted on by Christine Doucette

You must use a Virtual Private Network (VPN) when accessing protected proprietary and confidential data and campus resources while working offsite on an unsecured wireless network. A VPN encrypts your data so it cannot be intercepted by others using the same unprotected wireless network, such as at a hotel, airport or coffee shop. K-State’s VPN is GlobalProtect and is free for all active K-State students, faculty and staff.

Continue reading “When to use K-State’s VPN” →

Download your assignment submissions from Canvas

Posted on by Christine Doucette

Students, you can download all your assignment submissions in Canvas. Submissions are for current and concluded courses and only include files submitted to fulfill an assignment; they do not include any submissions modified by instructors, such as annotated submissions.

The download also includes submissions for group assignments, even if another student in your group made the submission. Submissions are downloaded as a ZIP file when the export has finished generating.

For step-by-step instructions, view the knowledge base article How do I download assignment submissions from all my courses?

When traveling, use K-State’s VPN

Posted on by Christine Doucette

Are you traveling for work? Remember to use GlobalProtect, K-State’s Virtual Private Networking (VPN). When working offsite, the VPN should be used to access protected proprietary and confidential data and campus resources. From off-campus, use the VPN to connect to campus resources securely.

To use the VPN software, you must be a K-State student or employee with an active K-State eID and internet connection.

Continue reading “When traveling, use K-State’s VPN” →

K-State is now using geolocation

Posted on by Christine Doucette

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Over the summer, K-State began using geolocation to assist in safeguarding accounts from being compromised by utilizing IP information on computers and mobile devices. With geolocation, users will be alerted of suspicious attempts to access K-State accounts. If suspicious activity is recognized, the user will receive an email notification of the activity with recommendations on the next steps, which could include updating account passwords.

Continue reading “K-State is now using geolocation” →

CatFiles W: Drive to be reorganized

Posted on by Christine Doucette

Phase One of the CatFiles reorganization project (Y: Drive) was completed in 2022, and  Phase Two (W: Drive) is now underway. CatFiles was the central file server at K-State for many years. Storage technology has improved over the years, and security threats have increased. For those reasons, the strategic decision has been made to reorganize CatFiles.

Archives and Records Management has partnered with the Division of Information Technology for this project. K-State Libraries is currently taking part in a pilot to help determine the best policies and procedures for this enormous undertaking that will affect 160 departments. More information will be provided about the timeline, archiving process, and storage options in the coming months.

While the long-term goal is to reduce the usage of W: Drive, all the current CatFiles W: Drive business needs must first be addressed. We appreciate your patience as we create an organization process while following the K-State’s Records Retention Policies. Continue reading “CatFiles W: Drive to be reorganized” →

When to use K-State’s VPN

Posted on by Christine Doucette

Are you traveling for work this summer? Remember to use GlobalProtect, K-State’s Virtual Private Network (VPN). When working offsite, the VPN should be used when you need to access protected proprietary and confidential data and campus resources. From off-campus, use the VPN to connect to campus resources securely.

To use the VPN software, you must be a K-State student or employee with an active K-State eID and internet connection.

Continue reading “When to use K-State’s VPN” →