chat loading...
The retention of information produced by the University is subject to various legal and best practice guidelines (including Data Protection and Freedom of Information). To comply with these requirements, the University’s Records Management team has created a retention schedule. The schedule outlines which records you need to keep, how long you need to keep them for, and what you should do with them at the end of their retention period.
The retention schedule applies to records in any format (including paper and electronic). However, as we are currently seeking to address the large volume of “legacy” paper records at our campuses in Lampeter, Carmarthen and Swansea, we are particularly concentrating on non-electronic records. Please note: records are listed by business function and business activity rather than by department.
It is important to keep a record of what records are being destroyed. This needs to include a description of the records, the covering dates, the reason for destruction according to the retention schedules (if applicable), who authorised the destruction and when the records were collected for destruction. Please find attached a records disposal form which can be used to record these details. These forms need to be retained for 25 years after the disposal of the records. If you require any assistance in completing the form or would like to send us a copy then please email records@uwtsd.ac.uk.
We can offer a general training session to introduce staff to records management best practice. It is designed to give staff a brief overview of how to manage paper and digital records appropriately. The training is an hour long and is appropriate for all members of staff regardless of grade or department. Training sessions can be run online or in person depending on staff availability and resources. Please contact us at records@uwtsd.ac.uk if you have any questions or would like to organise a session for your team.
If you have any questions about implementing the retention schedule or any other aspects of records management, please contact the Records Management team at records@uwtsd.ac.uk.