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The University’s Records Management Policy outlines the importance of, and the principles that underpin records management. The Master Records Retention Schedule helps identify master records that we must keep for a specific length of time to comply with legal and business requirements.

A records management review was carried out throughout February and March across the University to understand general awareness with the Policy and Schedule and to see how the creation, use and handling, storage and disposal of records are performed. It also included the mapping of the medium, location, volume, and nature of our records. Taking account of the above, each School and Division was given an overall assessment of risk which has then informed further steps and actions to improve compliance.

The assessment identified a number of areas of good practice and compliance across the University. This included the widespread use of ITS supported storage for electronic records, the secure storage and confidential disposal of paper records, and a good level of awareness of key policies when working remotely.

However, some areas of low awareness and compliance were also identified. Records management was not part of induction for new staff and there was also limited awareness or infrequent use of the University’s Information Classification and Handling Policy and the Master Records Retention Schedule. Tailored support, training, and guidance are now being offered to every School and Division where necessary by the Information Management team. In addition to individual support, other areas are being addressed at an institutional level through further staff communications and published guidance on the Records Management webpages. The webpages include guidance on:

• the naming and version control of your records;
• some tips to help you navigate the records management life cycle effectively; and
• the use of information classification appropriately.

These pages will hopefully improve working with records and reduce the amount of time we all spend on looking for documents. If you require assistance on any aspect of records management, please contact the Information Management team. We are also happy to provide face-to-face drop-in sessions.