Records Management Guidance

What is the purpose of this guidance?

This is part of a series of guidance notes which have been produced as part of the University’s records management.  Their aim is to assist the University to put in place a comprehensive records management framework.

This guidance aims to recommend some day-to-day actions that can be followed to ensure good records management and should be read alongside the Records Management Policy.

Who is this guidance for?

This guidance is intended for all University staff that create, receive and use records, including emails.

Why are records important?

Records are vital for the day-to-day functioning of the University: they support the decision-making; document its aims, policies and activities; and ensure that legal, administrative and audit requirements are met.  They are the basis on which decisions are made, services provided and policies developed and communicated.’  Records, if well-kept, are a reliable source of evidence and information

What is records management and why does it matter?

Records management is about controlling records in an efficient and systematic way throughout the lifecycle of a record, defined as the creation, use, maintenance and final disposal.  Effective records management is based on the principles of regular review and controlled retention or destruction of records with the general aim of ensuring cost-effective business processes, legal and regulatory compliance and corporate accountability.

For records to perform their various functions, some form of management is needed. Management includes control over what is created, the development of effective and efficient filing systems to store the records, and procedures for the retention of those records.

Available Guidance

University guidance on the procedures necessary to comply with this Policy are:

and cover:

  • Records creation
  • Business classification
  • Archival records: selection and management
  • Records disposal
  • Destruction options
  • Disposal Schedule

Available forms

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Further information

JISC 

Records Management Society of Great Britain

National Archives Office (standards for the management of public records and electronic records guidance)

Lord Chancellor’s Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000

The section 46 code of practice was revised and re-issued on 16 July 2009

Contacts

For information about this policy or records management in general please contact:

For Records Management:        

Jen Paddison – Governance Officer: Tel: 01782 733655                                     

 

For Data Protection Act:           

Fiona Dumbelton - Governance Manager: Tel: 01782 733373

 

For Freedom of Information:     

Laura Harrison – Governance Officer: Tel: 01782 734633

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