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Records and Archive Centre: Records Management

Records Management Centre

We are responsible for promoting good practice in records management across the University and offer advice and services to support this. We can:

  • Help you to identify appropriate methods for managing and storing records
  • Provide limited storage space for semi-current records which do not need to be accessed regularly
  • Advise on how long records should be kept for and how they should be disposed of
  • Arrange on-site confidential shredding for sensitive records

Records management underpins the University’s compliance with legal and sector requirements. The basic principle is that one should only retain records relating to business conducted for as long as it takes to conduct that business. The retention of records beyond this time may not be compliant with relevant legislation, but may also impede the efficient carrying out of business purpose. Put simply, too many documents retained may make it difficult to find the relevant information you are seeking; the object is to pare down material in your personal files (printed documents, emails, documents stored on your pc) to those which are used regularly. This small essential corpus is then arranged in such a way that information within the documents is readily available.

Record life cycle

What is a record?

A record documents the activities we carry out at work in order to meet our obligations and achieve organisational goals.

Records provide reliable evidence and information.

We may create records, or receive them.

Records are the memory of the University.

Records may be in any format so long as they document an activity of the University, they therefore can include: paper and electronic documents; emails; presentations; photographs; audio and video recordings; maps and plans.

Records Management

Records management is the systematic management and control of records throughout their existence. Good records management ensures that the records we create at work are managed efficiently and effectively, from the moment they are created or received through to their eventual disposal.

Practically, records management is a set of procedures and controls used to manage records. These procedures and controls encompass:

  • The creation of records

  • Organising and filing records

  • Maintaining records over time

  • Disposing of records appropriately once the University no longer requires them

    Good governance is underpinned by good records management. Effective management of records and documents is necessary to:

  • support core business functions and decision making,

  • comply with legal and regulatory obligations, and

  • contribute to the effective overall management of the organisation.

    We are all responsible for managing the records we create and receive at work. The information management team support this through the development and implementation of policy, guidance, and support services. We will also provide advice, support and training when required.

Storage and Security

We have a limited amount of secure storage space available in our Records Centre for semi-current records which do not need to be accessed regularly.

Please see link for guidance and the University's Records Management policy

FAQS

Find answers to your frequently asked questions concerning Data Protection, Freedom of Information and Records & Information Management at the link below