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Category: Records information management

Records and Information Management Month: Emails

Posted on by Christine Doucette

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries are sharing information about various topics related to 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. Therefore, email is subject to the State of Kansas statutes, KSA 45-401 through 45-414, which apply to preserving and destroying records. Continue reading “Records and Information Management Month: Emails” →

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 are sharing information about various topics related to 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. Therefore, email is subject to the State of Kansas statutes, KSA 45-401 through 45-414, which apply to preserving and destroying records. 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 are sharing information about various topics related to records and information management. We have many transitory records in  paper, audio, electronic, or other formats at K-State. This article focuses on defining the types of transitory records and how to dispose of the records properly. Continue reading “Records and Information Management Month: Transitory records” →

Records and Information Management Month: University mobile devices, personal, devices, and account policy

Posted on by Christine Doucette

As part of Records and Information Management Month, the Division of Information Technology and K-State Libraries are sharing information about various topics related to records and information management. This article focuses on the PPM 3091: Use of University Mobile Devices, Personal Devices, and Account Policy. Continue reading “Records and Information Management Month: University mobile devices, personal, devices, and account policy” →

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 are sharing information about various topics related to records and information management. This article focuses on defining a record and explaining the different types of records created within an organization. Continue reading “Records and Information Management Month: What is a record?” →

Cybersecurity: What is cyber extortion?

Posted on by Christine Doucette

Cybersecurity Awareness MonthCyber extortion is an online crime in which hackers hold your data, website, computer systems, and other sensitive information hostages until you meet their demands for payment. It often takes the form of ransomware.

Cyber extortion often occurs via email-based ransom demands. With this tactic, recipients are told that their personal information will be released to their social media contacts, family, and friends if a ransom is not paid. The recipient is then instructed to pay in some form of currency (such as bitcoin) with an extremely tight deadline.

Criminals are stealing sensitive information and blocking access to data and systems using encryption. Criminals demand payment to unencrypt the data or threaten to sell or publish the data on the dark web if the ransom is not paid.

Continue reading “Cybersecurity: What is cyber extortion?” →

PPM 3091: Personal Devices and Accounts Policy Reminder

Posted on by Ryan Leimkuehler

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.

Photo of President Myers and the quote In addition to compliance, this policy protects students, faculty, and staff, by outlining the risks and liabilities for the use of personal devices. This policy protects University data/records and protects your personal documents.According to President Myers, “In addition to compliance, this policy protects students, faculty, and staff, by outlining the risks and liabilities for the use of personal devices. This policy protects University data/records and protects your personal documents.”

In addition to compliance, this policy protects faculty, students, and users by outlining the risks and liabilities for use of personal devices.

This does not only protect University data/records but also protects your personal documents. Unless specifically authorized, only Kansas State University’s mobile devices may be used to hold or process University records. Use of personal devices may open the device/account to litigation in the case of a Kansas Open Records Request; see PPM 3060: Kansas Open Records Act. Accessing information on a personal mobile device is acceptable since the information does not “live” on the device; however, downloading to a personal device violates the policy. Continue reading “PPM 3091: Personal Devices and Accounts Policy Reminder” →

Reminder: Retention schedule for Zoom recordings goes into effect July 5

Posted on by Christine Doucette

Beginning Monday, July 5, all Zoom recordings older than 180 days will be automatically moved to Zoom Trash. Going forward, all Zoom cloud recordings will be deleted from Zoom cloud storage 180 days from the date of creation. These recordings will be moved to the Zoom Trash folder and available for 30 additional days for recovery before permanent deletion.

Recordings that need to be kept beyond 180 days should be downloaded from Zoom and stored on your own local storage or in a different cloud location such as YouTube, OneDrive, or Mediasite. Zoom recordings created using the ‘Record on this computer’ option are stored locally on your computer and are exempt from the 180-day retention policy. Continue reading “Reminder: Retention schedule for Zoom recordings goes into effect July 5” →

Reminder: archive content from the K-State Online LMS by Aug.1

Posted on by Christine Doucette

K-State Online, the homegrown Learning Management System (LMS) developed and used at K-State from 1998-2013, was retired in 2016. Course content, including syllabi, has been maintained based on the University Retention Schedule. However, beginning August 1, IT will no longer retain any course content data following the Course Content Records Retention Schedule. Continue reading “Reminder: archive content from the K-State Online LMS by Aug.1” →

Reminder: retention schedule for Zoom recordings goes into effect July 5

Posted on by Christine Doucette

Beginning Monday, July 5, all Zoom recordings older than 180 days will be automatically moved to Zoom Trash. Going forward, all Zoom cloud recordings will be deleted from Zoom cloud storage 180 days from the date of creation. These recordings will be moved to the Zoom Trash folder and available for 30 additional days for recovery before permanent deletion.

Recordings that need to be kept beyond 180 days should be downloaded from Zoom and stored on your own local storage or in a different cloud location such as YouTube, OneDrive, or Mediasite. Zoom recordings created using the ‘Record on this computer’ option are stored locally on your computer and are exempt from the 180-day retention policy. Continue reading “Reminder: retention schedule for Zoom recordings goes into effect July 5” →