2010 Paper Records Clean Up May 2010 Vicki Cooper

 More space, less clutter … ◦ more organized and efficient  University Policy ◦ AR-II Records Management Policy  State Law

All public records in Kentucky are subject to the terms of: Kentucky ’ s State Archives and Records Act (KRS — )

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 (1)

avoid becoming a felon! Tampering with public records without the authority to do so is a Class D felony. KRS (1) (b)

 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  After receiving official approval then destroy records!!! l

 Inventory sheet  Type of record  Who created and why ◦ Official versus General Correspondence  Record versus department copy  Dates  Volume

 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

 Do it once…Do it right. ◦ Identify records, find series, label all records/storage containers with that information  Label as records are created

 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?

 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

 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 past their retention period can be destroyed  Records destruction must be documented by completing a Records Destruction Certificate Exception  Records with litigation holds

 This certificate provides your legal proof of authorized records destruction  Form is available on the Records Management website

Your Signature

 AdvancementAnne Herbert  Legal AffairsCathy Dewberry  Student AffairsBarb Barnes  Planning, Policy, and Budget Dina Neumann  Administration and Finance Amy Fries  Internal AuditingRachel Brueggen  Office of the PresidentCasey Lundberg  Chase College of LawGina Bray & Jenny Young  Honors ProgramBelle Zembrodt  College of InformaticsPam Wagar  College of BusinessCynthia Siddens  Associate Provost for OutreachKimberly Wiley  Educational OutreachDiana Vonhagel  Graduate ProgramsPeggy Allen  Research, Grants & ContractsKellie Campbell  NKU FoundationKaren Zerhusen Kruer  Vice ProvostConnie Witte as of 4/28/10

 Commonly used record series  Records pick up schedule, June 7-11  Can also find volume equivalents

Begins 8:30 amBegins 9:30 am 6/7 Monday ASTBEP UC 6/8 TuesdayACAlbright-HPE SU 6/9 WednesdayNunnFounders Fine Arts 6/10 ThursdayScienceLandrum Steely 6/11 FridayHonors HouseNorse Commons Welcome/ParkingCampbell Hall BOKC/AthleticsCeramics Maint. BldgCallahan Hall 6/11 Friday ***Campus houses call to schedule, 9:30 am – 2 pm

 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!

Questions?