Together we transfer permanent records to the Archives and non-permanent records to the Records Centers where they remain until they are ready for destruction, as well as with other records management concerns such as filing and records appraisal. Examples of permanent records include selected office records from the President, Provost, all vice presidents, and deans, and the minutes of the Board of Trustees. Many publications, reports, and other minutes are also permanent. Examples of non-permanent records are certain fiscal records, unit personnel records, and patient records. We respond to many calls for university records from the units.
Offices request records by e-mail, our web site, fax, and even the telephone.
Working with personnel from university offices is one of my favorite tasks. Many of them I know only by voice. When I do meet them face to face, it's like meeting an old friend. I also help records officers in using the Kentucky Model University Retention Schedule that lists the minimum retention periods for higher education records according to the university's administrative, legal and fiscal needs. I analyze records not yet on the schedule to begin the process of putting the records on the state's model schedule.