Records Management - What is Records Management?

Records Management is the administrative discipline that has as its aim the efficient and systematic control of all records that the University routinely creates or receives during the course and discharge of its business. The discipline is realised on the ground as a collection of integrated and embedded systems by which the University seeks to control records creation, filing, retrieval, storage and disposal and is based on the principles of:

  • regular review;
  • controlled destruction or retention;
  • cost effectiveness;
  • legal and regulatory compliance and;
  • evidential accountability.

Further information and guidance can be gained by following the links below, by emailing

Records Management Guidance Documents
Developing a Filing Scheme JISC Records Management Training Package
Developing an Information Map Legislation and Records Retention
Developing a Records Register LINKS
Developing a Retention Schedule Managing e-mail as a record
Example filing schemes Records Creation
Generic Functional Filing Scheme - for Use in Schools Records Service
Generic Functional Filing Scheme - for use in Central Services Undertaking a Records Survey
Example reference systems University Records Management Policy
File Creation and File Management What is and what is not a confidential record
File Naming Conventions DRAFT - University Records Retention Schedule
Guidance Documents Feedback Form  

What is a record? A Record is recorded information in any form created or received by the University in the transaction of its business or conduct of its affairs and which it retains as evidence of that activity. Put more simply, a record is 'recorded evidence of business activity'

A number of the guidance documents are derivative of best practice recommendations published by the National Archives, the Joint Information Systems Committee or the International Standard for Records Management (ISO 15489) and for which acknowledgement is given. Acknowledgement is also given to the University of Edinburgh and Kings College London.