Students Staff

Academic section archive and storage policy

January 2005

Policy overview

The policy sets out how the Academic Section manages its approach to the retention of semi-current records that need to be retained in the Section archive/storage space for a certain length of time before destruction, and archive records that need to be retained permanently by the Section.

Definitions of permanent and non-permanent material

The policy is based on the premise that the Section's archive/storage space deals with two categories of material. The definitions of these categories are set out below:

  1. Material identified for permanent retention, which forms part of the University archive [“archive material”]; and
  2. Material that needs to be retained over a certain period but which is eventually destroyed [“storage material”]. Material in this category does not form part of the University archive and is retained for reference purposes until being destroyed in accordance with the Section’s records retention schedule.

Designated space allocation

The Information Manager is responsible for ensuring space allocations are clearly defined for both specific sets of records and for each Office. Where needed, the policy provides each Office of the Section with its own dedicated archive/storage space. Similarly, certain records managed by the Section have specific areas designated for their use. It is the responsibility of each Office to respect the allocation of space.

The management of archive material

Archive material is held within the Section’s archive/storage space within a designated area or within space allocated to a relevant Office of the Section. Offices are free to use their space as appropriate. All archive material is subject to a five year review to ensure unnecessary material is not retained indefinitely, and can only be stored within this area if accompanied by a completed standard archive label. The label provides the following information:

  • Date of archive;
  • Individual and/or Office responsible for archive;
  • Description of material;
  • Review date.

The relevant Office is responsible for ensuring that archive material is stored appropriately and in a way which maximises the capacity of available space.

The management of storage material

The Academic Section uses its archive/storage space to hold a significant amount of storage material that is destined for eventual destruction. Offices within the Section are allocated specific space for their own needs, and are free to use their space as appropriate. All storage material can only be held within these areas if accompanied by a completed standard storage label. The label provides the following information:

  • Date of storage;
  • Individual and/or Office responsible for storage;
  • Description of material;
  • Purpose of retention; and
  • A destroy date.

The relevant Office is responsible for ensuring that material is destroyed timely and appropriately and in accordance with the Section’s records retention schedule or the specified date set when the storage period begins. The Office is also responsible for ensuring that storage material is managed in a way which maximises the capacity of available space.

Archive/storage space contents and location guide

The Records Management Office maintains a Contents and Location Guide, which sets out exactly what records and material are held by which archive/storage space within the Section, including the location of the relevant Offices’ designated space allocation. This guide is reviewed as necessary, and always as part of the standard policy review.

Archive/storage responsibility

The Governance Office has overall responsibility for the effective management of the Section archive/storage space and for ensuring adherence to this policy. The individual Offices within the Section are responsible for ensuring they understand and adhere to the policy. Annual summer checks are carried out to ensure that both archive and storage material are being managed within the archive/storage space in accordance with this policy, and/or the established records retention schedule and accompanying records management policies and procedures.

Policy review

In accordance with the University’s standard records management practice, the policy is reviewed every three years to ensure it meets effectively the University’s operational and legal requirements.

Policy agreed: January 2005
Policy effective from: January 2005
Policy due for renewal: January 2008