48 · Survey Results: Survey Questions and Responses
of the state public universities. A records description and analysis form is completed in order to create a new
record series or to submit deletions or additions to an existing record series. These forms are used by the
State Public Records Division to present this information to the State Records Commission. This Commission
approves all changes to the State University Records Retention Schedule which is then promulgated by
the State Legislative Research Commission. Then the Records Manager inserts this information into the
university version of the State Schedule. On the subject of policy and procedures, the Records Manager
has some leverage when it applies to internal policy and procedures but the state laws, State Records
Commission, university business procedures, and the University Archivist and Records Officer determine
most of this matter. Per the Kentucky Open Records Law, the university records are generally open to the
public. Some restrictions are adhered to such as confidential information including social security numbers,
patient information, student transcripts, and other records which legally are restricted for use. As previously
addressed, the university contracts with a private recycling/shredding company to retrieve from each campus
office the locked bins on a weekly basis.”
Records Storage
13. Where are physical records stored? N=25
“A portion of the Libraries’ remote storage facility is caged for secure storage of records. This large facility
provides room for three stories of industrial shelving for records storage.”
“Archival records are stored in the Archives. Active records are stored in the owning departments. Inactive
records are stored in owning departments, central storage (not controlled by the Archives) or offsite vendor
storage.”
“At an off-site records storage facility owned by the university.”
“Determinations about physical storage are made by the creating departments, but predominantly off site
storage is through the State Records Center, a service entity of the state Department of Administration.”
“In individual unit offices or off-site. There is no semi-active records storage offered.”
“Inactive Records Center and/or University Archives depending on retention period.”
“Library storage, onsite storage, off-site warehouse.”
“Off campus.”
“Offsite storage, offices, hallways, file rooms, etc.”
“On campus or offsite (if office participates in vended services).”
“On-site storage facility.”
“Part of the new Archives and Research Collections Centre high density storage module has been designated
as our semi-active records centre. It is located adjacent to the library.”
of the state public universities. A records description and analysis form is completed in order to create a new
record series or to submit deletions or additions to an existing record series. These forms are used by the
State Public Records Division to present this information to the State Records Commission. This Commission
approves all changes to the State University Records Retention Schedule which is then promulgated by
the State Legislative Research Commission. Then the Records Manager inserts this information into the
university version of the State Schedule. On the subject of policy and procedures, the Records Manager
has some leverage when it applies to internal policy and procedures but the state laws, State Records
Commission, university business procedures, and the University Archivist and Records Officer determine
most of this matter. Per the Kentucky Open Records Law, the university records are generally open to the
public. Some restrictions are adhered to such as confidential information including social security numbers,
patient information, student transcripts, and other records which legally are restricted for use. As previously
addressed, the university contracts with a private recycling/shredding company to retrieve from each campus
office the locked bins on a weekly basis.”
Records Storage
13. Where are physical records stored? N=25
“A portion of the Libraries’ remote storage facility is caged for secure storage of records. This large facility
provides room for three stories of industrial shelving for records storage.”
“Archival records are stored in the Archives. Active records are stored in the owning departments. Inactive
records are stored in owning departments, central storage (not controlled by the Archives) or offsite vendor
storage.”
“At an off-site records storage facility owned by the university.”
“Determinations about physical storage are made by the creating departments, but predominantly off site
storage is through the State Records Center, a service entity of the state Department of Administration.”
“In individual unit offices or off-site. There is no semi-active records storage offered.”
“Inactive Records Center and/or University Archives depending on retention period.”
“Library storage, onsite storage, off-site warehouse.”
“Off campus.”
“Offsite storage, offices, hallways, file rooms, etc.”
“On campus or offsite (if office participates in vended services).”
“On-site storage facility.”
“Part of the new Archives and Research Collections Centre high density storage module has been designated
as our semi-active records centre. It is located adjacent to the library.”
