Think twice before deleting that record

Friday, April 4, 2025

 

Have you ever wondered whether to keep or trash a file or email? April is Records and Information Management Month, dedicated to educating professionals on the importance of securing, managing and organizing work records. Throughout the month, K-State will host several training sessions on key topics, including records identification, managing email records and the appropriate use of generative AI in the workplace.

K-State’s records management office offers services to assist faculty and staff with archiving, safely disposing and accessing important records. Proper record keeping protects sensitive information, ensures compliance and reduces legal risks.

The university records management website is a comprehensive resource for any K-State employee seeking more information. The retention schedule outlines how long records must be kept to meet state and federal regulations, helping reduce clutter, improve efficiency and enhance data security.

For guidance on what qualifies as a record, faculty and staff can review PPM 3090 or consult the "Is it a record?" PDF flowchart.

K-State also has a Records and Information Management Committee that oversees retention policies and ensures compliance with state regulations.

Danielle Hall, university records manager, will lead upcoming training sessions covering best practices, data storage, email management guidelines and details on Campus Shred Day for secure document disposal.

Faculty and staff can register for training through HRIS self-service or by contacting Hall at dnhall@k-state.edu.

Records Management 101:

• 12:30-2 p.m. Thursday, April 3, in 181 Hale Library and via Zoom
• 11 a.m.-12:30 p.m. Friday, April 18, in 581 Hale Library and via Zoom
• 11:30 a.m.-1 p.m. Tuesday, April 22, in 181 Hale Library and via Zoom

CatFiles and W:Drive Migration Info Session

• 3-4 p.m. Wednesday, April 9, via Zoom

Manhattan Shred Day:

• 9 a.m.-12 p.m. Wednesday, April 23, northwest corner of Bosco Plaza, near Martin Luther King Jr. Drive

AI Best Practices:

• 12-1 p.m. Monday, April 28, in 181 Hale Library

Shared Drive Clean-Up Training:

• Available upon request