Your friendly information and records professionals at Heritage Quay can help you to make the most of your information – whether it’s data in systems, filing cabinets or electronic documents.
Managing your information and records effectively
- Helps you to do your job better and saves time: it supports good customer service and ease and efficiency of working because you can easily share and find the information needed, at the right time.
- Protects individuals and the University: it provides evidence of people’s rights and entitlements, shows what the University did and why it did it
- Gives you records you can rely on, by keeping records secure, by helping you to find the authoritative version and by giving records a high value as evidence for audit or in court
- Reduces costs, particularly in storage space: it helps us not to keep any more records than we have to and to know when we can destroy them
- Maintains the memory of the University by preserving records of significance
Contact us if you have queries about information and records management - or problems we can help you solve. We are responsible for the University’s retention and disposal schedule, and for providing training and guidance on information management
The University’s official Records Management Policy encompasses the following principles:
- We will treat information as a valuable resource
- We are all responsible for information
- We will maintain quality by keeping records of what we do
- We will help staff develop key information skills
- Our information will comply with regulations and legal requirements
- We will make information appropriately accessible to others
University Retention and Disposal Schedule
Records are generated as part of the business activity of the University. They may be in any format and held in hard or soft (electronic) copy. The Retention and Disposal Schedule covers records that are common to a number of Schools, Centres and Services; individual units may also have their own Schedule.
A retention and disposal schedule promotes consistency by ensuring that the same type of record is kept for the same amount of time no matter where the record is held. It
- promotes control over the University’s records,
- enables us to dispose confidently of records we no longer need,
- ensures the retention of the minimum volume of records consistent with economy and efficiency.
The retention of unnecessary records consumes staff time, space and equipment. It also incurs liabilities in terms of the need to service information requests made under the Data Protection Act 1998 and the Freedom of Information Act 2000. All records held in Wisdom have the correct retention & disposal period set against them.
In any dispute it is important that the University is able to demonstrate that normal practice was followed. This Schedule represents normal practice.
The Retention and Disposal Schedule is reviewed annually, the introduction contains information on implementation, how retention periods are calculated and legislation. If you have a query or have noted an omission, please contact the Record Management Service on Ex2963. A short version of the schedule is also available showing a regular cycle of record disposals.