Records management

What are records?

Information created, received, and maintained as evidence and information by an organisation... in pursuance of legal obligations or in the transaction of business. International Standard on Records Management (ISO 15489)

A record can be in any format, such as electronic or paper, and relates to information received or generated by us as a trigger for, or evidence of, a business transaction.

A record should:

have been created
contain information
be maintained as evidence (of a business activity or transaction)
be unique
have context

Everyday the University's schools and departments create more records which need to be managed in an appropriate manner. Advice, guidance and training for all staff is available from the Records Management Unit to ensure that the University's records are managed and maintained in accordance with best practice.

Good management of the University's records will ensure that the University:

complies with legislation
can provide evidence (of what was done and why)
the risk of not being able to produce records is minimised (i.e. in a legal case)
will know what records it has and where they are
can continue business following a disaster
is accountable to stakeholders
is more effective and efficient
can save on storage costs