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Archives & Special Collections (ASC)

Records Management: Work From Home (WFH) Records Management

Information on how and for how long University of Louisville records should be retained.

Why should you care about recordkeeping while you work from home?

You create Public Records when you do your UofL job.
Public records are recorded information that is made or received in connection with the transaction of public business. Even if you are using a personal device, using your personal time, or using a personal account (like your own Gmail or Dropbox), you are creating Public Records if you are conducting UofL business.

All UofL employees have a responsibility under Kentucky law to ensure that Public Records are organized and accessible for use.
One of the key documents that helps UofL employees manage their Public Records is the Records Retention Schedule. This document describes different types of records and provides instructions for how long each must be retained. The Records Retention Schedule is our legal authority to destroy, delete, or transfer records to the University Archives.

UofL’s Public Records may be inspected by any person under the Kentucky Open Records Act.
As a public institution, most records created in the regular course of UofL’s business are subject to release under the Open Records Act. However, there are exceptions such as student records protected by FERPA, records created as part of scientific research, and medical records protected by HIPAA.

Need Some Help?

If you have questions about how long you have to keep certain records, how best to structure your files, or any other concerns about eliminating your digital clutter email:

When working from home...

As much as possible, maintain your files within UofL-managed environments, using VPN or the CardBox service.  This will help with open records requests, audits, and other records management needs later on.