Information for staff  > Frequently asked questions > Information and records management

Frequently Asked Questions:
Information and records management

This page contains frequently asked questions related to information and records management.  Click on a question to link to the answer.

Information management

• How long I should retain on file all email and hardcopy correspondence relating to specific matters of University business?
• Under the Freedom of Information (Scotland) Act, how long should we keep dissertations and project reports?
• What is meant by the phrase "You must make sure you are not the sole keeper of information within your area of work"?
• How long should I retain the records I hold about students?
• I have looked at the suggested retention periods for student records, but my files contain different types of records with different retention periods all in the same file. Do I need to weed through the file to dispose of the different records at different times?
• I am involved in recruiting new members of staff. How long should we keep details of unsuccessful applicants?
• I am involved in recruiting new members of staff.  How long should we keep the references we have received?
• When should I keep drafts of documents I have written?
• How long should I keep records relating to the accreditation and review of programmes by relevant professional bodies?
• What is a golden copy?

Information retention

• How long I should retain on file all email and hardcopy correspondence relating to specific matters of University business?
• Under the Freedom of Information (Scotland) Act, how long should we keep dissertations and project reports?
• How long should I retain the records I hold about students?
• I have looked at the suggested retention periods for student records, but my files contain different types of records with different retention periods all in the same file. Do I need to weed through the file to dispose of the different records at different times?
• I am involved in recruiting new members of staff. How long should we keep details of unsuccessful applicants?
• I am involved in recruiting new members of staff.  How long should we keep the references we have received?
• How long should I keep records relating to the accreditation and review of programmes by relevant professional bodies?
• How long should I keep DOS files for visiting undergraduate students who are at the University for one semester or one full academic year?
• What is a retention schedule?
• What is disposal action? *New*
• What is a retention period? *New*
• How do I choose a trigger point?
• How long should I retain the departmental copy of a purchase order?
• How long should I keep information relating to the nomination of honorary graduates?
• How long should we keep physiotherapy client records? *New*

Electronic records management

• What is embedding?

Page last updated: Tuesday April 14 2009