The University creates, receives and holds information and data in a range of formats. All information must be managed and handled appropriately in relation to its content, purpose and ongoing value.
Records Management at Warwick
The University's Records Management Policy (approved in May 2017) outlines the current approach of the University to the management of all information and data for which it is responsible and the general responsibilities of all those individuals who may create, handle or store information on the University's behalf.
University Records Retention Schedule (RRS)
The University RRS defines the minimum retention period for records in a particular class and is an important tool in the management of information at the University. Departments that operate a local RRS are requested to ensure that the records therein are captured in the University RRS and that the local schedule contains a header that explains that the document is an excerpt of the University RRS.
The University is a complex organisation which creates and consumes vast quantities of information. Inevitably some of this information is more important than others and has the potential to either be one of the University's greatest assets or a liability. The retention of unnecessary paper, digitised or born digital records consumes staff time, space and equipment and in some instances can risk legal challenge. As such the RRS mitigates risks of poor information management as it identifies how long specific types of record should be retained. The RRS also identifies those records that the University selects to archive in its Modern Records Centre. The RRS forms part of the University’s suite of information management guidance documents and helps demonstrate how the University manages the retention of personal data in compliance with Data Protection legislation and its approach to information lifecycle management.
The University RRS has been developed from the third iteration of the Joint Information Systems Committee (JISC) generic records retention schedule and should be used as guidance for the appropriate period of retention for University information and data. The University RRS is subject to ongoing review and development and its accompanying version control document sets out the changes to the schedule over time.
If a class of record is not set out in the RRS then please consult the guidance document ‘How to set a retention period for a record at the University of Warwick’ and its accompanying quick guide in the Records Management Guidance section of this intranet page. If you require further advice on records retention please contact the University Records Management Advisor.
Records Management Guidance
The weblinks on the right hand side of this page can be used to access further information about records management and records retention schedules. In addition, the following good practice guidance provides advice on various aspects of records management:
- Records Management Top Tips
- Guidance on Records Retention Scheduling at the University of Warwick
- Quick Guide to Records Retention Scheduling at the University of Warwick
- Procedure for Updating the University of Warwick Records Retention Schedule (RRS)
- Naming files and documents
- Managing email
- Document control
- Storage of information
- Preparation and storage of physical records at the University of Warwick
If you have any queries, or would like further advice, about Records Management at the University please contact the University Records Management Advisor.