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Train 2 Toss. 2010 Paper Records Clean Up May 2010 Vicki Cooper. Why . More space, less clutter … more organized and efficient University Policy AR-II-8.0-3 Records Management Policy State Law. All public records in Kentucky are subject to the terms of:

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Train 2 toss

Train2Toss

2010 Paper Records Clean Up

May 2010

Vicki Cooper


Why

  • More space, less clutter …

    • more organized and efficient

  • University Policy

    • AR-II-8.0-3 Records Management Policy

  • State Law


All public records in Kentucky are

subject to the terms of:

Kentucky’s State Archives and Records Act

(KRS 171.410—171.740)


What are Public Records?

Defined by Kentucky statute they are:

“all books, papers, maps, photographs, cards, tapes, disks, diskettes, recordings and other documentary materials, regardless of physical form and characteristics, which are prepared, owned, used, in the possession of or retained by a public agency.”

KRS 171.410 (1)


Helping you to
Helping you to ….

avoid becoming a felon!

Tampering with public records without the authority to do so is a Class D felony.

KRS 519.060 (1) (b)


Steps
Steps

  • Identify what you have

  • Find the record series on retention schedule

    • Title

    • Contents

    • Dates

    • Volume

  • Fill out destruction certificate, sign it and send to Records Management for approval

  • Afterreceiving official approval

    then destroy records!!!

    l


Identify
Identify

  • Inventory sheet

  • Type of record

  • Who created and why

    • Official versus General Correspondence

  • Record versus department copy

  • Dates

  • Volume


Retention schedule
Retention Schedule

  • State University Model Retention Schedule same for all Kentucky state university

  • Organized by major functional groups

  • Use search function…try different terms

  • Commonly Used Series


Label records
Label records

  • Do it once…Do it right.

    • Identify records, find series, label all records/storage containers with that information

  • Label as records are created


3 choices
3 choices

  • Permanent

    • Archives

    • Office keeps

  • Temporary storage

    • Label with completed destruction certificate, inside and outside of container

    • Destruction date boldly labeled

  • Destroy

    • Just b/c schedule says can doesn’t mean must.

    • Do you still use it? Information available elsewhere?


Records destruction certificate
Records Destruction Certificate

  • Proof of authorized destruction (Felony avoidance)

  • Must complete all parts

  • Needs records custodian signature

  • University Records Officer must approve before destruction

  • Original filed with the KDLA in Frankfort


Nku s faculty staff web page
NKU’s Faculty & Staff Web Page



Kdla website
KDLA Website

http://www.kdla.ky.gov/recmanagement/schedules/kyuniversitymodel.pdf


Schedule outline
Schedule Outline

  • A. Miscellaneous Records

  • B. Fiscal Records

  • C. Awards Committees

  • D. Student/Course Records

  • E. Libraries/Archives/Museums

  • F. Personnel/Payroll

  • G. Buildings/Grounds/Physical Plant

  • H. Purchasing

  • J. Food Services

  • K. Bookstore

  • L. Campus Police

  • M. Financial Aid

  • N. Real Property

  • O. Medical Facilities

  • P. Sponsored Programs

  • R. Legal

  • S. Electronic and Related Records Master Files

  • T. Administration Services Development Office

  • U. Animal Diagnostic Laboratories

  • V. Plant Disease Diagnostic Laboratory



Records destruction
Records Destruction

  • Records past their retention period can be destroyed

  • Records destruction must be documented by completing a Records Destruction Certificate

    Exception

  • Records with litigation holds


Records destruction certificate1
Records Destruction Certificate

  • This certificate provides your legal proof of authorized records destruction

  • Form is available on the Records Management website



The form continued
The Form...continued

Your Signature


Liaisons
Liaisons

  • Advancement Anne Herbert

  • Legal Affairs Cathy Dewberry

  • Student Affairs Barb Barnes

  • Planning, Policy, and Budget Dina Neumann

  • Administration and Finance Amy Fries

  • Internal Auditing Rachel Brueggen

  • Office of the President Casey Lundberg

  • Chase College of Law Gina Bray & Jenny Young

  • Honors Program Belle Zembrodt

  • College of Informatics Pam Wagar

  • College of Business Cynthia Siddens

  • Associate Provost for Outreach Kimberly Wiley

  • Educational Outreach Diana Vonhagel

  • Graduate Programs Peggy Allen

  • Research, Grants & Contracts Kellie Campbell

  • NKU Foundation Karen Zerhusen Kruer

  • Vice Provost Connie Witte

    as of 4/28/10


Will post on website
Will post on website

  • Commonly used record series

  • Records pick up schedule, June 7-11

  • Can also find volume equivalents


2010 paper records clean up pick up schedule june 7 11
2010 Paper Records Clean UpPick Up Schedule, June 7-11

Begins 8:30 am Begins 9:30 am

6/7 Monday AST BEP

UC

6/8 Tuesday AC Albright-HPE

SU

6/9 Wednesday Nunn Founders

Fine Arts

6/10 Thursday Science Landrum

Steely

6/11 Friday Honors House Norse Commons

Welcome/Parking Campbell Hall

BOKC/Athletics Ceramics

Maint. Bldg Callahan Hall

6/11 Friday ***Campus houses call 572-5970 to schedule, 9:30 am – 2 pm


2010 records clean up
2010 Records Clean Up

  • Train

    • Prize drawings!

    • Thank you- Chartwell, HR and Steely Library

  • Track

    • May 26-June 7

  • Toss

    • June 7-11

    • Must show a completed and approved certificate

    • Eligible for more prize drawings!



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