Managing faculty files
K-State's records management office supports faculty in organizing, storing and maintaining university records. We can help you create clear file names, set up storage systems and decide how long to keep paper, digital and multimedia records.
Our office is located in the Richard L. D. and Marjorie J. Morse Department of Archives and Special Collections on the fifth floor of Hale Library. We offer guidance on topics such as:
- Creating or updating records schedules.
- Transferring materials to the university archives.
- Understanding legal and policy requirements.
- Accessing training and resources.
As a faculty member, you're responsible for the records you create and manage. If you have questions about organizing, disposing of or preserving your records, please contact university records manager, Danielle Hall, at dnhall@k-state.edu.
Purpose of guidelines
These guidelines are based on best practices and privacy rules from federal, state and university policies. They will help you:
- Tell the difference between university records and your personal or professional files.
- Learn how to donate personal materials to the university.
- Understand privacy and confidentiality rules.
These tips apply to both paper and digital files. Email and other electronic documents are important for university work and may include key information about teaching, research, decisions and daily activities. Some of these records may also be valuable for historical purposes.
University records
University records are documents created or received in the course of official business. They serve as evidence of the institution’s functions, decisions, policies and activities. These records can exist in any format — paper, digital or multimedia — and may be created in offices, at home or on personal devices. Regardless of location or medium, if they relate to university operations, they are considered official records.
It can be challenging to distinguish between personal and professional files, especially when both have long-term historical value. However, official university records are governed by institutional policies, such as K-State's records retention schedules.
Organizing and naming your files
Consistent file naming and folder structures make it easier to locate and manage your records over time. Use clear, descriptive names that include dates, course numbers or project titles (e.g. GrantProposal_NSF_ClimateChange_2025.pdf)
Group related files into folders by activity (e.g., "teaching," "research" or "service") and subfolders by year or project.
Personal vs. university records
Personal materials — such as personal correspondence, creative works or professional association records — are not considered university records. However, if you wish to donate personal papers of historical value, the university archives can help you evaluate and prepare them for transfer. You can contact the university archivist at libsc@kstate.edu or (785) 532-7456.
Start small
Keeping your records organized doesn’t have to be overwhelming. Start small, stay consistent and reach out if you need help. We’re here to support you every step of the way.