Slide 1

Slide 2 2010 Paper Records Clean Up May 2010 Vicki Cooper Slide 3 More space, less clutter more organized and efficient University Policy AR-II-8.0-3 Records Management Policy State Law Slide 4 All public records in Kentucky are subject to the terms of: Kentucky s State Archives and Records Act (KRS 171.410 171.740) Slide 5 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) Slide 6 avoid becoming a felon! Tampering with public records without the authority to do so is a Class D felony. KRS 519.060 (1) (b) Slide 7 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 Slide 8 Inventory sheet Type of record Who created and why Official versus General Correspondence Record versus department copy Dates Volume Slide 9 State University Model Retention Schedule same for all Kentucky state university Organized by major functional groups Use search functiontry different terms Commonly Used Series Slide 10 Do it onceDo it right. Identify records, find series, label all records/storage containers with that information Label as records are created Slide 11 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 doesnt mean must. Do you still use it? Information available elsewhere? Slide 12 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 Slide 13 Slide 14 Slide 15 http://www.kdla.ky.gov/recmanagement/schedules/kyuniversitymodel.pdf Slide 16 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 Slide 17 Slide 18 Records past their retention period can be destroyed Records destruction must be documented by completing a Records Destruction Certificate Exception Records with litigation holds Slide 19 This certificate provides your legal proof of authorized records destruction Form is available on the Records Management website Slide 20 Slide 21 Your Signature Slide 22 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 Slide 23 Commonly used record series Records pick up schedule, June 7-11 Can also find volume equivalents Slide 24 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 572-5970 to schedule, 9:30 am 2 pm Slide 25 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! Slide 26 Questions?