Guidance on Records Retention Schedules
What is a Records Retention Schedule?
A records retention schedule is a tool that identifies and describes all records held by a particular group, how long those records should be kept and why, and what to do with them if/when they are no longer needed.
Records retention schedules promote control over the University’s records.
They enable the appropriate disposal of records and ensure the retention of the minimum volume of records consistent with economy and efficiency of staff time, space, and equipment.
Retention schedules also enable compliance with access to information legislation, such as the General Data Protection Regulation, Data Protection Act 2018, and Freedom of Information (Scotland) Act 2002.
Bespoke Retention Schedules
Bespoke retention schedules provide Schools, Colleges, and Services with access to business-specific instructions on the appropriate time required to retain their digital and paper records.
Each retention schedule lists the records created and held within a group. Each record type is assigned a total retention period and an eventual fate. The total retention period is broken down into the amount of time the records will be held within the office and, if applicable, the amount of time they will be held at the University Records Centre. The fate of the records designates whether they will be retained for a further length of time, or appropriately disposed of by being destroyed or transferred to the University Archive.
Each record will have a designated "trigger" which begins the retention period. This trigger varies based on needs; a trigger may occur, for example, at the creation of a record, at the end of a project, or an amount of time after termination of a contract (e.g. to study or employment).
Records retention rules are generally based on business need, legislative requirements, best practice guidance, or the historical value of records.
Resources
The following retention schedules may provide guidance on records held within your business area:
Jisc also provides retention schedules for HEI activities, with recommended retention periods to guide organisations in drafting their own schedules. More information can be found on the Jisc website.
Disposing of records
Physical records that are no longer needed for current business may be retained within the office, or if space and storage are at a minimum, moved offsite until they are destroyed or transferred to the University Archive if they are of historical importance.
Please see our webpages on the appropriate disposal of records for further guidance.