Records and Information Management

The Records Management information published in this section is designed to assist University staff with all aspects of records and information management. On this page you can read and download the Best Practice Procedures.

About the Best Practice Procedures

These procedures are intended to assist staff in their record and information keeping. They advise on best practice in the creation, management and disposal of information, whether by destruction or permanent retention. They should be read and implemented in conjunction with the University’s Records Management and Archive Policy  [17pgs, 178KB], and the information available on the Intranet .

These procedures, which were approved by the University’s Records Management Policy and Steering Group and are now supported by the Information Management Group , are regularly updated as necessary. 
 
The procedures have been drafted by the University’s Records Manager with the assistance and advice of the University Archivist and the Records Management Implementation Group; expert advice has also been sought from other officers of the University as required.

List of Procedures

• No. 1  Managing information: why records management is necessary [29KB, 3pgs]
• No. 2  Legislation and records management [33KB, 7pgs]
• No. 3  File creation and management [21KB, 5pgs]
• No. 4  Electronic records management [27KB, 5pgs]
• No. 5  Data Protection Act 1998: procedure for answering requests  [20KB, 2pgs]          
            Subject access request application form   [2pgs, 24KB]
• No. 6  Destruction of confidential paper records  [23KB, 6pgs]
• No. 7  Transfer of paper records to semi-current storage [27KB, 3pgs] Transfer sheet template  [31KB, 1pg]
• No. 8  Loans procedure for records in semi-current storage  [18KB, 2pgs] File request form  [45KB, 2 pgs]
• No. 9  General records retention schedule  [173 KB,35pgs]
• No.10 Disposal of records created by academic staff [45KB, 7pgs]
• No.11 Electronic mail management and storage  [28KB, 5pgs]
• No.12 Freedom of Information Act 2000  [37KB, 4pgs]
• No.13 Information security and records management  [44KB, 7pgs]