University of Kentucky Records Management Tutorial

1. University of KentuckyRecords Management Tutorial Taking responsibility for the records you create and managing their life-cycles

2. What is a record? • Any document that you create or use is a record • Examples include: reports, minutes, timesheets, procard receipts, correspondence, and research data • Once you create or use a record, it is your responsibility to manage its life-cycle.

3. Four Steps to effective Records Management Remember the four steps for effective records management: • Create • Use • Review • Retain, Archive, or Destroy

4. Electronic records • Electronic records are the same record as a hard copy record only in a different format. • Documents that are created, stored, and used on your computer are records. • Examples of electronic records are: email, web pages, databases, spreadsheets, and reports.

5. Types of Electronic Records • Born Digital – have always been created electronically: email, websites • Records previously produced in paper now produced electronically: forms • Paper records that are being reformatted into an electronic form: imaging

6. What is an electronic record? • KRS 369.102 states: “a record created, generated, sent communicated, received, or stored by electronic means.” • Computer Record! • Uniform Electronic Transaction Act validates the electronic record use.

7. Who owns records? • All university records are the property of UK • All UK employees are responsible for the records they create and maintain • If you create or use a record, you must take responsibility for that record, including managing it through its life cycle

8. Why is records management important? • State law and UK policy require it • Managing your records improves efficiency • To preserve the history of UK • Ensures accountability to the state and general public

9. What happens when you don’t manage your records?

10. Destroying records • Once the retention period has been fulfilled, non-permanent records should be destroyed. • Contact the Records Manager before the annual review begins. • A Records Destruction Certificate must be completed and is available electronically through the Records Program website.

11. Resources to help you manage your records • Contact your budget or facility officer • Consult the State University Records Retention Schedule http://kdla.ky.gov/records/recretentionschedules/Documents/State%20Records%20Schedules/KYUniversityModel.PDF • Ask the UK Records Manager for guidance uarp@lsv.uky.edu

12. Recap: records management Remember the four steps for effective records management: • Create • Use • Review • Retain, Archive, or Destroy