The Information and Records Management Policy, University Records Retention Schedule (RRS) and accompanying guidance help make provision for the management of information and records at the University.

Information and Records Management Policy (IG03)

The University's Information and Records Management Policy outlines the principles that support the University in discharging its records management obligations and makes provision for the management of records at the different stages of their life-cycles. The policy forms part of the University's Information Management Policy Framework and outlines the responsibilities of all those individuals who create, handle or store information on the University's behalf.

University Records Retention Schedule (RRS)

The University RRS sets out the retention period for different types of records at the University. The University is a complex organisation which creates many different types of record. These records have the potential to either be one of the University's greatest assets or a liability. The unnecessary retention of records held in any format can consume staff time, space and equipment and in some instances can risk legal challenge. In certain instances the unavailability of records required as evidence (e.g. of a business transaction having taken place) can also pose risks. As such the implementation of the RRS can mitigate risks arising from certain aspects of poor records management as it identifies how long different types of record should be retained by the University.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 and records management guidance documents and helps demonstrate how the University manages the retention of personal data in compliance with Data Protection legislation and its wider approach to the life-cycle management of its records.

The University RRS is subject to ongoing review and development and its accompanying version control document sets out the changes made to the schedule over time.

University Records Retention Schedule (RRS) - Version 3 July 2023

University of Warwick - Records Retention Schedule - Version Control Document Version 2,6 July 21

If a record that you work with is not currently captured 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 Information and Records Management Guidance section of this page. If you require further advice on records retention please contact us at helpdesk at warwick dot ac dot uk.

Information and Records Management Guidance

The following links can be used to access guidance about information and records management at the University:

• Information Records Management Top Tips
• An Information and Records Management Toolkit
• 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)
• Managing Digital Information and Records at the University of Warwick
• Bulk Digitisation of Records - Guidance
• Naming Conventions
• Preparation of paper records for storage at the University of Warwick
• Guidance on Selecting Records for Archival Preservation
• Student Records Systems and Data Retention at Warwick
• The Core Student Record
• Managing your Research Data

If you have any queries, or would like further advice, about information and records management at the University please contact us at helpdesk at warwick dot ac dot uk.