University | Records Management Service

Records retention schedule: external relations

Introduction | 1. Structure & management | 2. Financial resources | 3. Human resources
4. Physical resources | 5. Student administration & support | 6. Information services
7. Learning & teaching | 8. Research & development | 9. External relations

In external relations: Alumni | Commerical services | Government and regulator relations | Marketing and recruitment | Media relations | Public and community relations

Click on the record series title to view the full retention details for each record type. Please note that clicking on one of the links below will open a separate window.

Alumni

Record series	Summary retention policy
Alumni change of status documentation	Date at which information is entered into alumni database + 6 months
Alumni magazine	Permanent retention
Alumni reply sheets (completed)	Date at which information is entered into alumni database + 6 months
Alumni reunion documentation	Sample invitation pack to be retained permanently; other material to be destroyed after 6 years
Alumni survey forms (completed)	Date at which information is entered into alumni database + 6 months

Commercial services

Record series	Summary retention policy
Dental Centre patient treatment notes	Conclusion of treatment + 12 years (longer if patient under 18 at time of treatment)
Sports Injury Clinic patient treatment notes (adult)	Conclusion of treatment + 8 years
Sports Injury Clinic patient treatment notes (under 18s)	Conclusion of treatment + 20 years
Westwood Nursery attendance registers	Date of leaving + 3 years
Westwood Nursery attendee files	Date of leaving + 3 years
Westwwod Nursery grants documentation	End of the current academic year + 6 years

Government and regulator relations

Record series	Summary retention policy
CVCP circulars and correspondence (discontinued 2000)	Destruction after 3 years
Destination of Leavers from Higher Education (DLHE) questionnaires	Submission of data to HESA + 3 years
HEFCE circulars	End of the current calendar year + 3 years
HEFCE correspondence	End of the current academic year + 6 years
HESA Individual Student Record (ISR) returns	Permanent retention
Quality Assurance Agency (QAA) correspondence	End of the current academic year + 6 years
Training and Development Agency for Schools (TDA) correspondence	End of the current academic year + 6 years
Universities UK circulars and correspondence	End of the current calendar year + 3 years
USR printouts	Permanent retention

Marketing and recruitment

Record series	Summary retention policy
'Aimhigher' (ESF/HEFCE funded) summer schools documentation	Destroy, 1st January 2015
University prospectuses (undergraduate and postgraduate)	Permanent retention

Media relations

Record series	Summary retention policy
Press cuttings	Permanent retention

Public and community relations

Record series	Summary retention policy
Register of hospitality and gifts - annual returns	Submission of annual returns + 3 years

University | Records Management Service