Records Management

Swansea University recognises that the efficient management of its records in all formats is integral to the provision of core functions, for compliance with legal and regulatory requirements and contributes to the effective management of the institution.

Retention of Records

A key concept in records management is Retention: this is the period of time during which a record or records need to be retained. The criteria for determining retention periods are statutory and other requirements and administrative needs.

JISC has published detailed guidelines which outline statutory and recommended retention periods for records generated by universities. These guidelines cover the following areas:

  • Teaching and Learning
  • Research
  • Knowledge Transfer and Enterprise
  • Academic Administration
  • Corporate Management
  • Corporate Resources
  • Subsidiary Companies
  • Commercial Services
  • Corporate Services
  • Student Services

 Set out below are the retention periods in use in the University for the more common record types.

Official Minutes and Papers.........................................................indefinite

Student Record Files.................................................................. 40 years

Examination Scripts...............................................for a minimum of 1 year after graduation (subject to professional requirements)

 UCAS/Postgraduate application forms.......................................5 years

Financial Records.........................................................................7 years

Subject Files................................................................................7 years

Departmental Statistics.............................................................7 years

Disciplinary Case Files.................................................................7 years

Simple Contract Documents........................................................7 years

Staff Medical Records..................................................................10 years

Staff Leavers Files......................................................................10 years

Key Strategy/Policy Working Papers...........................................10 years

Contract by Deed Records..........................................................12 years

 

In the case of EU-Funded Projects, project documentation must be retained in accordance with the requirements of and for the periods stipulated by the relevant funding bodies.

At the expiration of the relevant retention period, the record or records should be destroyed by an appropriate process or transferred to the University Archives for permanent retention.

University Records Store

The University operates a limited Records Store for corporate records. Staff should contact the Records Store Officer to discuss the possible new deposits or to acess current material in the store.