Records Retention

What is records management?

Records management is the systematic control of recorded information, regardless of format, from original creation to ultimate disposition. Every office creates records, whether in paper, film, electronic record, or some other format.
These records can be a burden to maintain. Records management helps an organization:

1. Decide which records to keep and which to destroy;
2. Ensure an adequate documentary record of its functions, policies, decisions, procedures, and essential transactions;
3. Identify and properly control records of continuing or archival value;
4. Operate effectively, economically and efficiently; and
5. Provide the right information to the right person, at the right time, at the lowest possible cost.

A publicly-funded agency is required to have a records management program and to work with the Kentucky Department for Libraries and Archives and the State Archives and Records Commission to create an appropriate Records Retention Schedule.

Related Links: 

•  Retention Schedule:  http://kdla.ky.gov/records/recretentionschedules/Documents/State%20Records%20Schedules/KYUniversityModel.PDF  (updated quarterly)
• Transmittal Form:  http://kdla.ky.gov/records/Documents/Transmittal.doc
• Records Request Form:  http://kdla.ky.gov/records/Documents/erequestform.doc

Once form is completed please forward to Michelle Dennison, Records Retention Officer at michelle.dennison@kctcs.edu.

Archive boxes may be ordered from Cardinal Office Supply using your department's procard.  Please email Michelle Dennison, Records Retention Officer at michelle.dennison@kctcs.edu for archive labels and instructions. She will also coordinate the moving of the boxes to Frankfort Library and Archives.

For State Government Records, contact:
Jim Cundy, Manager
State Records Branch
Public Records Division
Kentucky Department for Libraries and Archives
300 Coffee Tree Road
P. O. Box 537
Frankfort, KY 40602-0537
Phone: 502-564-8300, x-237
Fax: 502-564-5773
Jim.Cundy@ky.gov