Academic Section Records Management
Policy Overview
The Academic Section Records Management Policy ['the policy'] provides
strategic direction on how the Section manages the records that relate to
its core functions. The policy is based on the premise that a record’s
format does not affect its retention period or how it is managed, so does
not distinguish between electronic and manual formats. The policy is built
around compliance with the Freedom of Information Act 2000 and the Data
Protection Act 1998. Responses to requests for information under both pieces
of legislation are made on the assumption that this policy is followed
thoroughly.
Policy Coverage
The policy provides specific, separate procedure documents for each
office within the Academic Section. These describe an office's core
functions, the records it manages, and provides direction on the management,
retention, and disposal of the records. The offices covered by the policy
are:
Please note that, for the purposes of this policy, the
term “academic year” is defined as the period from 1 October
to 30 September inclusive.
Records Retention Schedule
The policy is adhered to in conjunction with the separate
Academic Section Records Retention
Schedule (RRS). The RRS provides a structured framework for the
retention and disposal of all records managed by all the offices in the
Academic Section by providing a retention period for every record or set of
records relating to the Section’s core functions.
Records Disposal Process
All records within the Academic Section are disposed of in accordance
with the University Records Disposal Policy.
Records Management Responsibility
In accordance with the University’s standard records management practice,
the Governance Office
is responsible for the development and general promotion of the policy.
Ultimate responsibility for adherence to the policy within the
Academic
Section, including the Data Protection and Freedom of Information
obligations, lies with the Academic Registrar. On the basis of the
information and guidance provided by the Governance Office all staff within
the Academic Section must:
- ensure records are held on the most appropriate medium
for the task they perform;
- identify those records that are vital to the operation
of the University, and ensure they are preserved
appropriately;
- manage all records in accordance with the Academic
Section’s records retention schedule; and
- dispose of and/or destroy confidentially those records
that have reached the end of their retention period.
The Section also nominates an individual to join the
Records Management Network. As part of
this Network, the individual is responsible for liaising with the
Information Manager on all matters relating to records management. Where
necessary, the nominee reports directly to the Academic Registrar on records
management issues.
Archive Policy
The Academic Section manages its archive and storage material in
accordance with the Section’s separate
Academic Section Archive Policy, which includes an
Archive Contents and Location
Guide.
Freedom of Information Act 2000
The policy ensures that the Academic Section is able to comply fully with
the provisions and spirit of the Freedom of Information Act 2000. The Act
enables individuals to access information held by the University, subject to
specific exemptions. The policy provides direction on the management of
information within the Section to ensure that it is as accessible as
possible to those who request to see it. The policy also ensures the
University destroys relevant information at the appropriate time.
Data Protection Act 1998
In accordance with the Data Protection Act 1998, all personal data within
records managed by the Academic Section is held fairly, securely and for
specific purposes. It is managed faithfully in accordance with the Act and
the University’s data protection policies. Personal information is always
destroyed confidentially at the end of its retention period. Disclosures of
personal data are only made in accordance with the provisions of the Act and
only to members of staff who need the information to carry out their duties
or to others connected with the University for University-related activities
or events. Data subject rights are maintained at all times.
Policy Review
In accordance with the University’s standard records management practice,
the policy is reviewed every three years to ensure it meets effectively the
University’s operational and legal requirements.
Policy Agreed: Autumn 2004
Policy Effective from: January 2005
Policy due for renewal: Autumn 2007
Academic Section Policies