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Category: Records information management

Records and Information Management Month: Email FAQs

Posted on by Ryan Leimkuehler

Records and Information Management MonthAs part of Records and Information Management Month, the Division of IT and K-State Libraries share 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. Email is subject to statutes of the State of Kansas, KSA 45-401 through 45-414, which applies to preserving and destroying records. Continue reading “Records and Information Management Month: Email FAQs” →

Archive content from the K-State Online LMS by Aug.1

Posted on by Academic and Student Technology

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 “Archive content from the K-State Online LMS by Aug.1” →

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 (Jan. 4, 2021, or older) 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 “Retention schedule for Zoom recordings goes into effect July 5” →

Records and Information Management Month: What is a record?

Posted on by Ryan Leimkuehler

Records and Information Management MonthAs part of Records and Information Management Month, the Division of IT 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.

What is a record?

Records are information you create and maintain in the course of 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 most effective way to know what records you have is to conduct a comprehensive inventory, making sure to include 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?” →