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Page last updated: 02/14/20
Is email considered a record?
Yes, if it is created or received in the course of business or in pursuit of the organization's mission.
No, if it does not pertain to the business or mission of the organization. Examples include personal email, unsolicited advertisements, spam or junk mail, news feeds, blasts from a professional or social network.
How long must I retain emails that are records?
Just like other records, emails should be retained according to their content and purpose, according to the guidelines published in the USG BOR records retention schedule.
Storing emails as trustworthy records typically requires capturing their content, header information, and attachments outside of the email system, for example, as a PDF file.
Are any University emails automatically deleted?Yes! Emails that you move into the "Trash" or "Deleted Items" folder will be automatically retained for 30 days, then permanently deleted.
Are emails subject to open records requests?
Yes, all email and instant messages sent from University accounts or residing on its servers may be considered a public record and be subject to public disclosure. See KSU's Policy website, and locate the "Email and Instant Messaging Usage Policy." See also the Georgia Open Records Act (OCGA § 50-18-71.
This includes personal emails sent or received through a University account or residing on its servers.
About Records Retention.....
What are the basic terms I need to know?
Records retention - the requirement to store certain inactive records for a period of time.
Retention period - the amount of time to store inactive records before disposition.
Retention schedule - a list of commonly held records, their descriptions, cutoff dates, and retention periods.
Cutoff date - the date or event that triggers the retention period, usually end of fiscal or calendar year.
Disposition - the final action taken on inactive records: to destroy or to transfer to an archive.
Transmittal - a list of boxes holding records to be put in offsite storage to fulfill their retention requirement before disposition.
What is an archive?
Traditionally, an archive is a climate-controlled, access-restricted area to store and preserve selected records that have historical and enduring significance to an institution or community. It is an intentional investment to preserve our cultural heritage.
In information technology, an archive is an offline or near-line repository for non-current, seldom used data.
What is offsite storage?
An offsite storage facility is a managed warehouse used primarily for storing temporary (non-permanent) paper records in cardboard boxes.
What is an inactive record?
An inactive record is one that is no longer being modified, processed, added to, or frequently referenced. Also called "non-current record," it may need to be retained for reference for a certain period of time, or transferred to an archive for enduring preservation.
What is a temporary record?
A temporary record is any record that is not considered of enduring value (permanent) and is assigned a retention period in a records retention schedule.
What is a transitory record?
A transitory record is a temporary record with a short life span of usefulness. Typically anything with a retention period of "Useful life" or "Until obsolete or superseded" is classified as a transitory record.
What are some common records retention schedules?
- Accounting Records - 5 years
- Contracts and Agreements - 7 years after expiration
- Employee Performance Evaluations - 7 years
- Exams, Quizzes, Homework Assignments - 1 term after completion (if uncontested)
- Faculty and Course Evaluations - 7 years
- Search Records - 4 years
- Student Records - 5 years (for most types)
- Transitory Correspondence and Transitory Records - Useful life
What are some common transitory records?
- Sticky notes, to-do lists, telephone messages, reminders, meeting invitations.
- Most routine correspondence (email messages).
- Drafts of documents after the final has been approved or published.
- Duplicate copies of records and documents, called "convenience copies."
- Forms that collect information which is then input and stored in a computer application.
- Paper documents that have been scanned and verified in a computer application/repository.
Which records qualify for offsite storage?
Records that qualify for offsite storage:
- Are paper records that fit in a standard 1-cubic foot box.
- Are temporary, non-permanent records with an assigned retention schedule.
- Have more than a year left to fulfill their retention requirement.
What are the steps to sending records to offsite storage?
If the records qualify for offsite storage, here's what you do:
- Order standard 1-cubic foot boxes with lids from Staples.
- Remove files from hanging folders. Keep documents in file folders.
- Remove rubber bands, binder clips, and paper clips from documents.
- Fill box approximately three-quarters full. Make sure the lid fits tightly.
- Order barcode labels - one per box.
- Affix barcode labels to front of box below the lid.
- Download the transmittal form (Excel spreadsheet).
- Complete the form per its instructions.
- Submit a Service Request form to pick up new boxes.
- Look for the confirmation email from records2go in your Inbox.
- Hit "Reply," attach your completed transmittal form, and send.
Is there a cost to store records in offsite storage?
Yes. Total cost including vendor services, materials, and employee labor comes to about $50 a box.
About Shred Bins.....
What does a shred bin look like?
A permanent shred bin is a gray, box-like console measuring 19" x 16" x 35". It has a slot in the front for depositing paper documents and a key lock on the front panel.
A temporary shred bin is a large, 65-gallon trash container. It has wheels, a slot on the top, and a combination lock to secure the lid.
What's the difference between shred bins and recycling bins?
Both the secure shred bins and the blue recycling bins are part of KSU's Sustainability Program.
Shred bins and consoles are locked containers that must be ordered through the Office of Records and Information Management. Their purpose is to securely collect and hold sensitive documents that need to be destroyed.
Recycling bins are unlocked containers that are placed and serviced by Facilities-Building Services. Their purpose is to collect clean, uncontaminated, non-sensitive, recyclable material of various media (paper, plastic, cardboard) to be recycled rather than end up in a landfill.
KSU recycling bins are used for "single-stream" recycling of clean paper, flattened cardboard, metal cans (including clean food and drink cans), glass, and plastic bottles (#1-#7) and can all be recycled together in the same single-stream recycling bin.
What SHOULD and SHOULD NOT be put in a secure shred bin?
GOOD: Paper documents containing sensitive information, especially personally identifiable information that is not available in a public directory or website.
SENSITIVE INFORMATION: Whatever should not be available to the general public.
EXAMPLES: Social Security numbers; personal medical, bank, and credit card account numbers; employee resumes, applications, and job evaluations; rejection letters; legal and medical documents; graded and ungraded student exams and papers; instructional manuals with answer sheets; lists of students enrolled in classes; attendance records; patent applications; confidential research data and reports; any drafts of reports that are not for public release.
NOTE: A small amount of metal is acceptable: Staples, paper clips, and baby binder clips are fine.
NOT GOOD: Plastic document sleeves, spiral notebooks, 3-ring binders, medium and large metal binder clips, file folders, and any type of publicly distributed, print materials.
PUT THESE IN A RECYCLE BIN: Printouts of public web pages, magazines, newsletters, business cards, obsolete stationery, blank forms, junk mail, file folders, handwritten notes and doodles, mailing envelopes with a KSU or public address, drafts of reports intended for public release; copies of articles or chapters from textbooks and journals; fliers and brochures; posters; family photos; employee training certificates; promotional material; vendor sales kits; paperback books missing pages; paper items on department bulletin boards.
How much paper does a shred bin hold?
The small gray shred consoles hold up to four (4) standard-size, 1-cubic foot boxes of paper.
The large 65-gallon temporary shred bins hold up to seven (7) standard-size boxes of paper.
Why do we have small shred consoles rather than large shred bins?
Small shred consoles are assigned to specific contacts, departments, and locations. This allows the shred services driver to plan in advance the most efficient route to service all buildings on the rotation that week.
Large 65-gallon shred bins are ordered for special clean up projects - such as office clean-outs and end-of-the-semester purges - and are removed at the end of the project.
Since large bins have wheels and easy to move, their exact location is difficult to track. It's unrealistic to expect the shred services driver to hunt down shred bins that move at will from office to office and from floor to floor.
What happens to the paper documents that I put into a secure shred bin?
Our shred vendor collects the paper in large locked bins, transports it to their own shred facility, and shreds the paper into tiny particles. The particles are pulped, filtered, washed, brightened, cleansed again, de-inked, de-colored, washed again and pressed into sheets. These sheets can then be made into recycled paper products.
ORDERING AND PLACEMENT
How do I order a permanent or temporary shred bin?
To order a either a new permanent shred console or a large temporary bin, submit a Shred Bin-Start or End Service form, or contact us at x6289 or x2225.
Who pays for the shred bin?
KSU has a general fund to pay for these services. Departments are not charged individually.
Who manages the contract for shred bin services?The Office of Records and Information Management manages the contract, orders new bins, monitors their use, review the invoices, and reconciles charges with usage reports.
We're moving offices and want to keep our shred bin. What do we do?Use the "Campus Move Form" and list the Iron Mountain shred console along with the furniture and other items to be moved.
We're moving offices and do NOT want to keep our shred bin. What do we do?Submit a Shred Bin-Start or End Service form, or contact us at x6289 or x2225.
We moved our shred bin to another spot in our office. Do we need to let you know?Yes! Please submit a Shred Bin-Maintenance form, select "Report change," and tell us where the shred bin is now located.
My department moved temporarily to another floor. Why hasn't our shred bin been emptied?You must let us know that your shred bin has moved so we can inform the vendor. Call us at x6289 or x2225, or submit a Shred Bin-Maintenance form and select "Report change."
Can I ask the vendor's driver to give us an extra shred bin or pick up extra boxes?No. Each shred bin service incurs a charge on the invoice that we must account for. Please submit a service request form or give us a call so we can track these service requests.
Can we place our permanent shred bin in a locked closet?Yes, but consider that it may not be regularly serviced due to its inaccessibility.
Where can I find the shred bin rotation schedule?
The rotation schedules are posted online - under "Services" in the left-hand quick launch.
Rotation A (bi-weekly on Fridays) includes Kennesaw Hall, Bagwell, and buildings on the perimeter and outskirts of the main Kennesaw campus.
Rotation B (bi-weekly on Fridays) includes buildings located close to the center of the main Kennesaw campus, such as Burruss, Carmichael Student Center, Sturgis Library, etc.
Rotation C (monthly on Wednesdays) includes the entire Marietta campus buildings.
What happens if my regular service day falls on a holiday or when the campus is closed?
We'll work with the shred vendor to reschedule service on another day. Holiday closings have been incorporated into the annual schedule for all three rotations.
What kind of material goes into a shred bin?
Primarily paper documents, but also certain folders and envelopes as well. A small amount of metal can accompany the paper, such as staples, papers clips, and small binder clips.
Any document, folder, or envelope that contains sensitive information and that has met its retention requirement may be placed in a secure shred bin.
What is considered "sensitive" information?
Sensitive information includes personally identifiable information; restricted research data or conclusions; non-public student information such as graded exams or medical records; blank quizzes and test questions; exam answer keys; trade secrets or pending patents; etc.
What is NOT considered "sensitive" information?Any published information that is widely distributed to the public or segment of the general public, including catalogs, brochures, marketing materials, sales kits, print-outs of web pages; also blank obsolete forms, personal notes and to-do lists, envelopes sent to a KSU address, etc.
Can we put metal objects (like paper clips) in shred bins?You do not need to remove staples, paper clips, or small binder clips. But you do need to remove hanging file folders and large metal binder clips - those can either be re-used or put in the trash.
What should we do with floppy disks, CDs, and flash drives?
Depending on the type of information stored, dispose of portable computer media as follows:
- Place in trash: Any obsolete, outdated software install disks or other types of media containing obsolete non-confidential, non-sensitive information.
- Place in recycle bins: Printed user manuals of obsolete, outdated software.
- Send or deliver to UITS: Per instructions from the help desk (x6999), arrange transfer of any media containing known (or probable) obsolete confidential or sensitive information.
- Contact KSU Archives: Per instructions from the KSU digital archivist (x2695), arrange transfer of any media known to contain final summary reports of University projects, research, major events, and prominent figures in KSU history.
Our bin is overflowing! What should we do?Please submit a Shred Bin-Maintenance form or call us at x6289 or x2225.
Why wasn't our shred bin emptied on its regular service day?
There are several possible reasons:
- The bin is located in a locked room and was not accessible to the vendor's driver.
- The bin had been relocated and no one told us or the driver.
- The bin was actually emptied on Friday, but someone cleaned out files over the weekend.
- Due to unforeseen circumstances, the vendor's driver could not complete his work order.
Let us know as soon as possible if you discover an overflowing bin.
Oops! I need to retrieve something from the shred bin - what do I do?Submit a Shred Bin-Maintenance form or contact us at x6289 or x2225. This is a high-priority issue.
Should I report a shred bin that is unlocked?Yes! Submit a Shred Bin-Maintenance form or contact us at x6289 or x2225. This is a high-priority issue.
How do we retrieve a document from a large temporary shred bin?
Submit a Shred Bin-Maintenance form or contact us at x6289 or x2225. This is a high-priority issue.
Can we order a temporary shred bin even though we don't have a permanent shred bin?
Yes. Submit a Shred Bin-Start or End Service form and provide explanation in the "Comments" field.
Why are large shred bins only for temporary use?
Large temp bins are on wheels. They're easy to move, which makes it nearly impossible for us to keep track of where they all are at any point in time.
How long can we keep the temporary shred bin?Standard turnaround for temp bins is two (2) weeks, but contact us if you need it longer.
If we have 20 boxes of documents to shred, can we still keep the boxes?
Yes! Please submit a Shred Bin-Maintenance form and select "Bulk Order" or contact us at x6289 or x2225.
If we have 20 boxes of documents to shred, do we have to take them out of the boxes?
No, you do not need to remove them from the boxes. Please submit a Shred Bin-Maintenance form and select "Bulk Order" or contact us at x6289 or x2225.
If we have 10 vertical filing drawers of documents to shred, do we have to box them up?No, you do not need to put them in boxes, but you will need to remove them from the filing drawers and place them in large temporary bins. A 65-gallon temp bin holds seven (7) standard-size 1-cubic foot boxes, or about seven linear feet of files (without their hanging folders).
If we have 100 boxes of old brochures to dispose of, what should we do?Printed information intended for public consumption should be placed in unlocked recycling bins. You can submit an AiM ticket or contact Jennifer Wilson, Sustainable Coordinator, x3921.