University of Kentucky Records Management Tutorial Taking responsibility for the records you create and managing their life-cycles

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.

Four Steps to effective Records Management Remember the four steps for effective records management: 1. Create 2. Use 3. Review 4. Retain, Archive, or Destroy

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: , web pages, databases, spreadsheets, and reports.

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

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

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

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

What happens when you don’t manage your records?

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.

Resources to help you manage your records Contact your budget or facility officer Consult the State University Records Retention Schedule State%20Records%20Schedules/KYUniversityModel.PDF Ask the UK Records Manager for guidance

Recap: records management Remember the four steps for effective records management: 1. Create 2. Use 3. Review 4. Retain, Archive, or Destroy