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About the Steering Group
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Consultation material
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policy
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This document describes the terminology used in retention schedules for
records within the University.
A retention schedule is a list of record series showing
the periods/actions describing their preservation/destruction.
A record series is a clearly defined, separately identifiable
type of record relating to University business.
A key element is the document describing each record series. Each
record series document is published initially for consultation
and, once approved, will become the document which summarizes University
policy. It contains the following sections:
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Section
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Description
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Record series
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Gives the name of the record series
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Definition
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Offers a brief description of the record series, including
indications of things which should not be counted as part of this
definition
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Retention
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Covers the record series closure point, the trigger moment
for taking the action(s) required or permitted when this
moment is reached
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Implementation
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Covers whether the action(s) are mandatory or permissive,
the person/role responsible for taking the action(s),
the timescale within which the policy must be implemented,
the status of the document (whether a proposal for consultation
or agreed University policy), and finally approved by and
date approved details
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General comments
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Offers further clarifications, advice, and guidance on what is
to be retained in the record series, what is to be transferred
to other record series, and what is to be destroyed
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