Kansas State University

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” →

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” →

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” →

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” →

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” →

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?” →