Records Management Service
The Records Management Service aims to ensure that recorded information across the University is created, maintained and disposed of as effectively as possible.
Records management policy and procedures
The University values its records as an institutional asset and recognises the importance of effective records management in enhancing institutional efficiency, supporting business continuity and demonstrating compliance with legal and regulatory requirements.
To assist in the implementation of the University's Records Management Policy, a set of procedures for the retention and disposal of different types of records has been developed.
Transferring records to the Records Centre
The University Records Centre offers secure storage for records that need to be kept for a specified period in order to comply with operational requirements or legal regulations. To arrange a transfer to the Records Centre follow the instructions set out below.
Please note that all records must have an agreed retention procedure before they are transferred.
- Pack boxes
We can supply empty boxes if required. Please ensure that the contents of lever-arch files, box files and ring binders are placed in clearly labelled envelopes or secure bundles. Do not pack boxes too full as overfull boxes will not fit on the shelves, can be dangerous to lift and cannot be re-used. Do not secure boxes with string or tape - if the lid does not fit properly the box is too full. Do not write on the outside of boxes.
Complete records transfer list
A records transfer form should accompany each box. The description/title of the records given in the transfer list should be detailed enough to enable someone else, perhaps in several years' time, to identify from the list the records they require. Please do not leave the date column blank. Place the completed transfer list inside the relevant box.
Arrange for collection of boxes
Contact the University Records Manager to arrange for the transfer of boxes. The contents of each box will be checked against the completed transfer list you supply. An accession number will be assigned to each transfer. A storage number will be allocated to each box.
Details of the transfer will be entered into the Records Centre database. A copy of the updated transfer list will be returned to you. Please retain it as you will need to refer to it to make record retrievals.
Requesting a retrieval of records
When you wish to consult a file or document previously transferred to the Records Centre contact the University Records Manager. Quoting the Records Centre box number will speed up the retrieval process.
The file or document will be delivered to you as soon as possible. On receipt of the requested record you will be asked to sign a retrieval slip. It is important that your copy of this slip stays with the relevant record until it is returned to the Records Centre.
Records borrowed from the Records Centre should not be returned in the post. Once you have finished with the file or document contact the University Records Manager.
Confidential waste paper disposal
The University has a contract with M & J Bowers Ltd covering the confidential destruction of waste paper. M & J Bowers Ltd are registered with the Environment Agency, ISO 9001:2008 accredited and fully compliant with BS EN 15713:2009.
All confidential waste paper is cross shredded to 15mm pieces at a secure location on site before being removed from campus.
If you need to destroy personal or sensitive paper material follow steps 1 to 4 below.
Step 1: Is your paper waste confidential?
Material belonging to any of the following categories must be treated as confidential:
- Records containing personal information (e.g. UCAS forms, pay roll and pensions records, completed questionnaires, staff files, research grant applications).
- Examination scripts, student coursework, assignments and projects
- Records of a commercially sensitive nature (e.g. contracts, tenders, purchasing and maintenance records, legal documents)
- Records concerning intellectual property rights (e.g. unpublished research data, draft papers and manuscripts)
Material not classified as confidential should be recycled in the paper bins.
Step 2: Order confidential waste sacks
Confidential paper waste must be packed into the paper sacks provided by M & J Bowers Ltd. These can be obtained via Central Stores (extn. 6652), commodity number 3051050, using an Agresso internal order. Cost is £1.80 per sack.
Step 3: Fill sacks
Due to handling issues, sacks hold a maximum weight of 12.5 Kg which is approximately half full. Remove all plastic file covers, end boards, ring-binders and metal fittings. (Staples do not need to be extracted.) Overfull or incorrectly packed sacks will not be removed and you will be asked to distribute the paper into additional sacks. Full sacks must not be left unattended in corridors or other areas where access is unrestricted.
Step 4: Arrange for collection
Contact your building porter or email: email@example.com to arrange collection for final disposal. For further advice, or if you have any special requirements contact: firstname.lastname@example.org