Records Management

What is Records Management?

Records Management is a process for the systematic management of the records that the University creates and receives during the course of its business. It controls records in all formats from creation through their maintenance and to their disposal. As records and information are corporate resources, it is important that these records are managed effectively in order to benefit the University.

What are records?

Records are created or received from the transaction of business and are maintained as evidence of these activities. All records should be authentic, reliable and usable in order to document decisions made.

Why do we need Records Management? 

A records management programme will bring many benefits to the University and its staff including:

  • Better use of physical and server space
  • Better use of staff time
  • Improved retrieval systems in place
  • Reduction in duplication
  • Compliance with legislative requirements and standards
  • Protection against litigation 
  • More effective management and control of information resources
  • Better delivery of service
  • Preservation of corporate memory

Records Management at the University 

Records management falls within the remit of the Information Compliance Unit within the University Secretary's Office. The Unit will develop policies and procedures on managing records and provide staff with advice and guidance in all aspects of record-keeping and is able to provide assistance with the following:

  • Training
  • Designing file plans
  • Implementing the University Records Retention Schedule
  • Storage of records
  • Appraisal of records possibly to be kept permanently as archives
  • Developments with electronic documents and records management systems

For more information please email recordsmanagement@southwales.ac.uk

Retention of information 

The University's Records Retention Schedule is a document that sets out the classes of records the University holds and details the period they need to be kept for.  The schedule is based on the content of the document rather than its format and applies equally to electronic and paper records.   

For further information on the Retention Schedule, please contact recordsmanagement@southwales.ac.uk

University Archive

The University has a small Institutional Archive administered by the Information Compliance Team that contains varied material chronicling nearly 100 years of higher education.

A list of all information held in the archive is available  upon request from recordsmanagement@southwales.ac.uk
There is no charge to view the material held in the Archives.

Further work will be undertaken to identify and preserve records worthy of permanent retention through the records management programme. The University is always interested in hearing from individuals who may hold records that could add to the Archives and that they are willing to donate to the University.

Anyone requiring further information on the Archives can:

phone: 01443 482966
email : recordsmanagement@southwales.ac.uk