CRR > Records management manual

Records Management User Manual

On this page:

• Purpose
• Key principles
• How the filing system works
• All records
• Paper records
• Electronic records

In this section:

• Frequently asked questions

Purpose

This page contains links to the chapters of the Policy and Planning (PP) Records Management User Manual, which provides the procedures for PP staff to follow when filing and managing their records.

Although the procedures are aimed primarily at PP staff it is hoped that the procedures will also be useful for colleagues working in other University units, whether administrative or academic. The procedures are primarily intended for use with Windows based software and documents.

Key principles

The Central Records Registry service is available to all staff in Policy and Planning to help them to carry out their work responsibilities. When you use the service, you may have access to a wide range of potentially sensitive or confidential information, including information protected by the Data Protection Act 1998.  To protect this information, the following principles must be followed by all staff.

• The information in the filing system is only for use for business purposes. Do not make personal use of information. eg. do not access academic appeals information about a family member.
• Although staff have access to most folders, only access those you need for your job.
• Do not disclose information except to appropriate people. Eg. As the holder of a closed committee paper, you might be asked to disclose information. You must be confident that the person asking is entitled to see the information.
• Do not discuss sensitive or confidential information when in a casual environment out with the office as you could be overheard.

How the filing system works

The filing system has two matching parts, one for paper/hard copy documents and folders, and one for electronic documents and folders. The structure of both parts of the filing system is maintained by the Central Records Registry (CRR), so new folders will only be set up by the CRR, on receipt of a request from you.  A key point of the filing scheme is that a single paper and electronic folder related to each issue is kept, with no duplicate or personal working folders being created.

Electronic folders are held on the K drive at K:\AAPS\FilingScheme. Hard copy folders are stored in the CRR on the second floor.  When using a folder the normal procedure would be for you to request the folder, and for it to be kept locally by you when in heavy use, being returned to CRR once you are no longer referring to it regularly.

All types of records

• Customer Charter
• Using the PP filing scheme
• List of PP folders (PP staff only)
• What should I file?
• Opening new folders
• Folder request form (PP staff only)
• Changing folder title
• Folder ownership maintenance
• Access restrictions
• Retention schedule - how to update it
• Disposition
• Home working
• Transfer of responsibility of folders

Paper records

• Paper filing procedures
• Retrieving folders
• Bring forward folder requests
• Passing folders to a colleague
• Returning folders
• Vital paper records
• Accessing the CRR out of hours
• Staff records management

Electronic records

• Electronic filing procedures
• Adding Policy and Planning filing scheme to My Places
• Adding Records Management User Manual to Outlook Toolbar
• Standard naming conventions for electronic records
• Creating electronic records
• Document templates
• Version control
• Managing email
• Email management - some practical guidance (PP staff only)
• Storage and use of electronic personal data

Page last updated: Tuesday March 16 2010