Information for staff > Records management

Records Management

On this page:

• What is records management?
• Records management 5 key points
• Overview of records management at the University of Edinburgh

In this section:

• Records management: benefits and drivers
• Records management guidance documents
• Frequently asked questions
• Records management roll out strategy
• Records management projects at the University of Edinburgh
• The university's records management policy framework
• Useful external links

What is records management?

• The university's records management policy framework

"Records Management is a discipline which utilises an administrative system to direct and control the creation, version control, distribution, filing, retention, storage and disposal of records, in a way that is administratively and legally sound, whilst at the same time serving the operational needs of the University and preserving an adequate historical record."

Records management: five key points

Good Records Management practice:

1. Helps you to do your job better: it supports ease and efficiency of working because you can find the information you need, when you need it.
2. Protects you and the University: it provides evidence of people's rights and entitlements, and shows what the University did and why it did it.
3. Saves you time by ensuring you can find the information you need easily
4. Reduces costs, particularly space costs, by ensuring you don't keep any more records than you have to, and that you know when you can delete or destroy them
5. Gives you records you can rely on, both by helping you to find the appropriate version and, by giving records a high value as evidence if they are needed in a court of law.

For advice, contact your local practitioner or the Records Management Section.

Overview of records management at the University of Edinburgh

On 12 February 2002 Central Management Group (CMG) approved the University's records management framework developed by the Freedom of Information Working Group in response to the Freedom of Information Act's requirement that public authorities institute proper records management policies, practices and procedures.  Shortly afterwards the University appointed a Records Manager.

• University's records management framework
• Freedom of Information Working Group

The Framework lays out what records management is and what the University aims to achieve by establishing records management.  It assigns responsibilities to all University staff who create, receive and use records.  Heads of Colleges, Schools, other units and business functions have overall responsibility for the management of records generated by their activities.  The University Secretary has particular responsibility for ensuring that the University corporately meets its legal responsibilities, and internal and external governance and accountability requirements.  Day-to-day responsibility is delegated to the University Records Manager whose role is to coordinate records management across the University and to give advice on policy and best practice.

Page last updated: Monday February 25 2008