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Wednesday 26 April
My.Anglia > Staff > Sec clerk > Records Management

Records Management

Anglia Ruskin University recognises that the efficient management of its records is necessary to support its core functions, to comply with its legal and regulatory obligations and to contribute to the effective overall management of the institution.  It is important that we know what we have, where we have it and how long we need to keep it.

Records are defined as all those documents, which facilitate the business carried out by Anglia Ruskin University and which are thereafter retained (for a set period) to provide evidence of its transactions or activities.  These records may be created, received or maintained in hard copy or electronically. 

Most of our records contain a level of sensitivity. They may be commercially sensitive, they may be confidential and they probably contain personal information. For these reasons it is vital that we keep them stored appropriately and in accordance with the Data Protection Act 1998.

The two relevant principles of the Act are:-

Principle 5 - Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

Principle 7 - Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.

Good records management ensures that Anglia Ruskin University directs and controls the creation, version control, distribution, filing, retention, storage and disposal of its records.  It also improves efficiency by cutting down retrieval time and maintaining control over what is held, how and why.  University costs are also reduced because resources are not wasted on retaining unnecessary records. 

Records management also ensures that significant historical records are preserved for permanent use.

It was agreed at the Board of Governors' meeting in July 2015 that Anglia Ruskin University's Records Retention Schedule would be removed from our Financial Regulations. It is now a 'stand alone' document which is being maintained by the Information Management Advisory Group (IMAG). The Records Retention Schedule will be reviewed and updated on a regular basis.

To view a copy of the current Records Retention Schedule please click here. If you have any questions regarding records management please contact Jackie Barlow - the University Records Manager.