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
University policy and procedure
Advice and guidance
- Email dos and don'ts at a glance
- Identifying what are and what are not records at a glance
- Naming of documents and folders
- Paperless working for committees
- Records which may be routinely destroyed
- University guidance for the use of external web services
- Version control of documents and records
If you require further information or help please contact the Records Management unit.