Records Management is the systematic control of all records of an organization throughout their life span, including creation (or receipt), active use, inactive storage, and destruction or permanent retention. A Records Management Program incorporates policies and procedures for the efficient and cost-effective handling of records that provide for the legal, fiscal and administrative needs of the organization.

The Board of Regents of the University System of Georgia provides guidelines for handling University records. Its purpose is to promote consistent record retention practices by member institutions of the University System of Georgia, that allows for ongoing compliance with federal and state law, including the Georgia Records Act (O.C.G.A. 50-18-90 et seq.), and to meet requirements of external entities, such as accrediting bodies.

Each department should establish a "records manager" responsible for the implementation of the guidelines. The Department of University Archives and Records Management serves to assist KSU staff with establishing departmental retention guidelines, and serves as a resource for records managers seeking information.