Managing Your Digital Records

The Office of Records and Information Management (RIM) provides the following services in the digital realm.

  • Record retention and data lifecycle support and education
  • Best practices for using Microsoft 365 tools and software to support efficient records management and retention, and to facilitate business processes.

Data Lifecycle/Records Support and Education

RIM consults with Data System users, stewards, and trustees to:

  • Facilitate System Migrations
  • Reduce Storage Load/Costs
  • Incorperate Records Management Workflows
  • Purge Uneccesary Data

RIM works with Units on:

  • System Migration and Management of Legacy Data
  • Sunsetting of Systems
  • Storage Capacity Usage Approaching System Limits
  • Risk Reduction

Benefits

  • Cost Reduction
  • System Efficiency
  • Compliance with Policy
  • Reduction of Legal Risk
  • Workflow Improvements

Best Practices

As a KSU Employee you have access to the Microsoft 365 Suite of Tools and Services including (but not limited to):

  • OneDrive
  • Teams
  • SharePoint
Storage Environment Usage Pro Tips

One Drive
  • Working Files
  • Drafts
  • Personal Documents
  • Reference
  • One Drive storage is attached to your account and access will be terminiated upon seperation from the university.
  • You can share out access to files and folders with internal and external constituents
  • Minimizes risk for loss due to automatic back up

Teams
  • Projects
  • Interdepartmental Groups
  • Committees
  • Shares all the affordances of SharePoint, but has additional features and applications closely integrated.
  • Always have multiple owners to ensure continuity for administrative access.

SharePoint
  • Organizational Records
    • Annual Reports
    • Departmental Bylaws
    • Job Aids
    • Forms and Templates
  • Staff Information Pages
  • Always have multiple owners to ensure continuity for administrative access.
  • More granular control over access, even greater than Teams
  • Take advantage of SharePoint Libraries and Lists

If your documents/data contain(s) any of the following classes of protected information (FERPA, Confidential Information, or Protected Research) please consult the IT Security Data Management webpage.