Managing information
What records management is and why do we do it
Information is a key asset for any organisation. Unless we know who our students are and which courses they are enrolled on, who our staff are, what courses we run, we cannot function. We need records of the ways in which we've agreed to do things and how we've spent our money. Like any organisation we have documents that prove we own premises and vehicles and licences that prove we are allowed to do certain things.
Records management is about keeping the right information, in the right place, for the right period of time. It's about ensuring that information is reliable, authentic and complete. It's about making sure those who need it can access information, but also protecting information from those who have no need to access it. It's also about making sure that the right records are destroyed at the right time in away that is secure.
Good records management helps save us time and effort. It also helps us comply with legislation like the Data Protection Act and the Freedom of Information Act. Good records management is something we should all do - and the Governance Office is here to support you.
- Records retention schedules. The University's retention schedules, setting out what we keep and how long we keep it for.
- Understanding records retention schedules. A guide to retention schedules, including an explanation of the short codes used in them.
- Do I need to keep this information? A guide to what you need to keep...and what you can throw away
- Organising information. A guide to best practice for filing and organising information so that you can find what you need, when you need it.
- How can I keep information safe? Simple tips to help you keep the information you hold safe and secure.
- Managing email: good practice note. Explains why email is important, how to keep it, and when to throw it away.
- How do I archive documents? A brief guide to make sure that items you need to keep forever are safely and properly stored.
If you are looking for advice on what to put in references, whether you can release exam scripts, or what to do if the police ask you for information then have a look at our dataprotection good practice guidance.
