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Category: Policy and procedures

Records & Information Management month: Email records management

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

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  • Superseded lists
  • In-house publications that are obsolete, superseded or otherwise no longer useful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”

Records & Information Management month: What is a record?

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?”

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 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

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”

Records and Information Management month: transitory records

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

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?

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?”

K-State’s new Contract Lifecycle Management solution available June 23

Kansas State University has partnered with Cobblestone Software to transform procurement and contracting activities at the university by implementing a contract lifecycle management system, or CLM.

The new CLM provides streamlined, collaborative contract management and procurement solutions. The CLM electronic workflow is a transparent process that increases purchasing efficiencies. Features include: Continue reading “K-State’s new Contract Lifecycle Management solution available June 23”

Contract Lifecycle Management and Risk Evaluation training June 21

Kansas State University has partnered with Cobblestone Software to transform procurement and contracting activities at the university by implementing a  contract lifecycle management system, or CLM.

Two training sessions are available on Tuesday, June 21. You can either attend in person or via Zoom, and you must register in advance to attend. Continue reading “Contract Lifecycle Management and Risk Evaluation training June 21”