Kansas State University

search

IT News

Category: Records information 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  • Superseded lists
  • In-house publications that are obsolete, superseded or otherwise no longer useful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” →

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?” →

Registrar, Student Financial Assistance and Graduate School begin transition to New Form Submission Tool

Posted on by Christine Doucette

The Office of the Registrar, Student Financial Assistance and Graduate School has begun the process of transitioning student-related forms to Softdocs Etrieve, K-State’s new enterprise electronic form and workflow solution.

Etrieve Features

  • Browser-based enterprise form management tool eliminates the need for paper at its source, decreasing processing time and more. Forms can be custom developed or created from a fillable PDF.
  • Completed forms and associated attachments can be routed through pre-determined, automated workflows, eliminating the potential for misplaced files. Users can review, approve, deny, comment, or re-route forms based on their needs.
  • Supported by single sign-on, secure login credentials ensure users can only access the forms they need to submit, view or approve. Anonymous forms can also be made available to users external to K-State.
  • Electronic signatures in Etrieve are compliant with the ESIGN Act and the UETA.

For more information and training articles, please visit the IT Knowledge Base.

Additional announcements and training opportunities will be made available as forms go live in the new platform over a period of time.

Registrar, Student Financial Assistance and Graduate School begin transition to New Form Submission Tool

Posted on by Christine Doucette

The Office of the Registrar, Student Financial Assistance and Graduate School has begun the process of transitioning student-related forms to Softdocs Etrieve, K-State’s new enterprise electronic form and workflow solution. The Softdocs Etrieve platform allows users to easily submit forms and attachments via a web browser on a desktop or mobile device. Users can also track the status of their submissions while they’re being processed. Supported by single sign-on, users sign in with their eID and password to access the forms they need to submit or view.

As new forms go live in the new platform over a period of time, they will be available on the Registrar, Student Financial Assistance, and Graduate School websites. A complete list of available forms can also be accessed via Softdocs Etrieve Central.

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” →

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?” →