Why is Records Management my Responsibility?
Managing everyone’s information on a personal basis is too big a job to be done by just one person for every area of Estates. By each individual taking responsibility for their own records management, Estates will be able to move forward in a professional and compliant manner. This will save us all time, money and resources.
Please take care when you save files to only save what is necessary, set a reminder to delete them as soon as they expire, name them logically so that others searching for them may find them, and file them in an area where they may be found by colleagues if you are absent.
May I keep a copy of an archived record?
If it is for a professional colleague or partner who needs to see something and does not have access to the area it is stored, then a copy can be made. Please ensure that the colleague or partner with whom you have shared the document does not retain it after use, as this will result in multiple copies of the original and will cause confusion as to which is the most up to date and correct version.
Shouldn’t I always keep a paper copy for legal reasons?
You can destroy most original documents once they have been scanned as long as you follow the correct process and procedures outlined in BS10008, “evidential weight of electronic documents for legal admissibility”. More information can be found in Guide to Keeping Records in Digital Form Only, or at http://www.thecabinetoffice.co.uk/page28.html it is advisable to contact the Information team to make sure you have the evidence you need before destroying the document.
What if I want to find a stored record?
Please log your request with the Estates Help Desk by following the Estates information request process. If you are unsure how to do this, please speak to one of the Property & Asset Information Team or ask your Manager.
I want to store some documents. What do I do?
If you know the retention date or can work it out by looking at the Estates Records Retention Schedule, please put the date on your box or file. Then pass your file to the Property, Asset & Information team for storage if there is a need to keep it on paper. There is no need to scan the document as well. If you do scan it, you will still need to set a reminder to delete the electronic copy at the end of the retention period as well. Over all it is preferable to digitise the record. The Information Team can arrange this for you.
What about storing emails?
- All work related emails, sent from a University account, are potentially University records.
- Make sure they are saved in a shared area if other colleagues need to see them.
- Once they have been actioned they can be deleted unless needed for evidence.
- If you are unsure how to save an email to a shared folder, please ask an administrative assistant.
What happens at the end of the retention period?
The documents will be automatically destroyed unless a review is needed or requested for evidence or historical archive/interest.
What if I don’t agree with the retention period?
This has already happened and the schedule has been adjusted to meet the need. The retention period is a suggested minimum. If you have a reason to keep anything longer that this, the P&AI team will be happy to help you. The retention schedule is reviewed and updated every year or when needed.