What is records management and why do we do it?
Information is a key asset for any organisation. Unless we
know who our students are and which courses they are enrolled on, who our staff
are, what courses we run, we cannot function. We need records of the ways in
which we've agreed to do things and how we've spent our money. Like any
organisation we have documents that prove we own premises and vehicles and
licences that prove we are allowed to do certain things.
Records Management is about keeping the right information, in the right
place, for the right period of time. It's about ensuring that information is
reliable, authentic and complete. It's about making sure those who need it can
access information, but also protecting information from those who have no need
to access it. It's also about making sure that the right records are destroyed
at the right time in away that is secure.
Good records management helps save us time and effort. It also
helps us comply with legislation like the Data Protection Act and the Freedom of
Information Act. Good records management is something we should all do - and the
Governance Office is here to support you.
If you are looking for advice on what to put in references, whether you can
release exam scripts, or what to do if the police ask you for information then
have a look at our
protection good practice guidance.