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What's New?
15/05/2012
- Updated guidance on Freedom of Information (Scotland) Act 2002 and the Data Protection Act 1998 for external members of University of Edinburgh bodies
23/03/2012
- Updated guidance on closing folders for Central Records Registry staff
23/03/2012
- Updated guidance on opening new volumes of existing folders for Central Records Registry staff
23/03/2012
- Updated guidance on opening new folders for Central Records Registry staff
16/03/2012
- Updated guidance on disposing of records for Central Records Registry staff
08/12/2011
- Updated guidance on opening new level headings in the filing scheme for Central Records Registry staff
21/11/2011
- Updated records management checklist for IT systems
13/10/2011
- New guidance for directors of studies and student support officers on information governance
01/09/2011
- Toolkit for assessing and mitigating data protection risks
24/08/2011
- New policy on records management and professional contributions by staff
23/08/2011
- Updated paper filing procedures for Central Records Registry staff, incorporating a new method of collecting filing statistics.
23/08/2011
- Updated procedures for changing level headings within the filing scheme used by the Central Records Registry taking into account updates made to the internal spreadsheet
used to store information about the filing scheme.
23/08/2011
- Updated procedures for retrieving paper folders from storage for Central Records Registry staff, taking into account the new storage arrangements and updated legacy records
system used within the Central Records Registry.
23/08/2011
- Updated procedures for receiving paper folders returned to the Central Records Registry.
23/08/2011
- Updated procedures for changing the location of paper folders for Central Records Registry staff, taking into account the new storage arrangements used within Central Records Registry.
02/08/2011
- Data protection checklist for IT projects
06/07/2011
- Confidentiality agreement for staff, temporary workers and volunteers with access to personal data or
sensitive University information
31/03/2011
- New guidance on working at home
25/03/2011
- Updated staff leaving checklist
17/02/2011
- Updated guidance on model contract clauses to use when transferring data to other organisations
16/02/2011
- New guidance on distance education and virtual learning environments
8/02/2011
21/01/2011
- Updated training and communications strategy
23/12/2010
- New guidance on assessing the adequacy of data protection arrangements for international transfers of personal data
03/12/2010
- A new frequently asked question has been written, explaining who owns the records of the Roslin Institute.
17/11/2010
- A new model letter has been written, requesting permission to release staff contact details
02/11/2010
- Revised version of the student records retention schedule
28/07/2010
- The model letters page has been amended to include model paragraphs that can be used to modify the existing model letters to take account of common situations
12/07/2010
- Redesign of the Central Records Registry (CRR) User Manual
21/06/2010
- Update to procedures for calculating the cost of answering a Freedom of Information request
21/06/2010
- Update to procedures for transferring records to the Archives (relating to the treatment of extended closure folders)
10/06/2010
- New guidance on managing a breach of the Data Protection Act
11/03/2010
- Newly revised training and communications strategy
- Updated data protection 5 key points
05/02/2010
- Updated publication scheme manual for practitioners
29/01/2010
- Redesign of the Records Management Section homepage
- Redesign of guidance on transferring data to other organisations
- Redesign of policy on transferring data outwith the University computing environment
16/11/2009
- Updated guidance for board of studies secretaries on managing programme
specification documents
27/10/2009
- New draft policy on the storage, transmission and use of personal data
and sensitive business information out with the University computing environment
07/10/2009
- Updated instructions for running reports on the Freedom of Information
database
16/09/2009
- New Central Records Registry manual procedures for changing level titles within the filing scheme
folders.
11/09/2009
- Updated explanatory guidance on electronic records and legal
admissibility, with new accompanying summary document
31/07/2009
- Updated manual for the Information Request Monitoring database
29/07/2009
- Guidance for staff and practitioners on handling freedom of information
requests update to provide specific guidance on enquiries from MPs, MSPs and
researchers for political parties
06/07/2009
- Central Records Registry manual procedures for opening and closing
folders updated to ensure compatibility with records destruction procedures.
24/06/2009
- Updated leaflet: "Information management matters: An introduction to freedom of information, data protection and records management for new staff"
01/06/2009
- Updated Freedom of Information publication scheme
07/05/2009
- Job description for PA to Academic Registrar / University Records
Manager
14/04/2009
- New guidance for staff on how long to retain information relating to
University committees
- New frequently asked questions:
09/03/2009
- Substantially revised exposure draft of student records retention
schedule
16/02/2009
- New information on the new Freedom of Information Model Publication Scheme, going live in June 2009
15/12/2008
- New guidance for board of studies secretaries for managing programme
specifications
02/12/2008
- Process diagrams updated for student records retention schedule project.
30/09/2008
- New frequently asked question added to the website:
4/07/2008
- Guidance on managing folder locations and how to keep track of the
folder movements.
4/07/2008
- Procedures for opening and redirecting post addressed University of Edinburgh
.
1/07/2008
- New frequently asked question added to the website:
29/04/2008
- Updated guidance on the disclosure of information about students'
ethnicity, religion, disability or sexual orientation.
26/03/2008
- Diary schedule of the activities carried out by Records Management staff
during the year updated to include procedures for making arrangements for
the peak appeals period.
25/03/2008
- Procedures for Central Records Registry users on opening new folders
updated to include a new on-line form for requesting new folders and level
headings.
14/02/2008
- Guidance for staff and practitioners on handling freedom of information
requests update to provide specific guidance on enquiries relating to toxins
and the Security Services.
12/02/2008
- Updated guidance on the disclosure of information about students
clarifying when it is appropriate to release degree results and giving more
guidance on specific situations.
30/01/2008
- Updated guidance on the implications for committee servicing of freedom
of information and data protection legislation. The updates include a
recommendation to check 'open' papers before publishing them on-line, a new
alternative sample agenda, and a clarified section on Internet/ Intranet
publishing.
16/01/2008
- Updated guidance on the storage and use of electronic personal data in
the light of HM Revenue and Customs' loss of personal data.
03/01/2008
- Updated procedures for Central Records Registry staff on disposing of
records to incorporate procedures for transferring records to the University
Archive.
18/12/2007
- Updated procedures for Central Records Registry customers on identifying
vital paper records to include records needed during a flu pandemic as a
reason for designating paper records 'vital'.
- Updated procedures for Central Records Registry staff on transferring
folders to the University Archive to take account of the need to check for
extended closure requirements.
- New procedures for Central Records Registry staff on checking folders
flagged for extended closure.
- Updated procedures for Central Records Registry staff on maintaining the
vital records schedule to include records needed during a flu pandemic as a
reason for designating paper records 'vital'.
13/12/2007
- Updated procedures for Central Records Registry staff on maintaining the
retention schedule to take account of extended closure requirements.
11/12/2007
- Updated procedures for Central Records Registry staff on closing folders to
take account of the need to check for any reasons to flag a folder for extended
closure.
- Diary schedule of the activities carried out by Records Management staff during the year:
- Updated guidance on data protection and internet publishing to include a
new frequently asked question "Can I publish digitised signatures on the
Internet?"
22/11/2007
- Updated quality assurance and review procedures for the publication
scheme.
20/11/2007
- Example of best practice for handling personal data.
19/11/2007
- Updated procedures for Central Records Registry users on identifying
retention periods to show that customers only need to follow the procedures
if they disagree with the retention suggestion made by the Central Records
Registry.
13/11/2007
- New flowchart illustrating the division of data protection
responsibilities between NHS Lothian and the University of Edinburgh.
- Data protection guidance produced by the NHS for research staff employed
by the NHS to use when handling personal information.
24/10/2007
- Updated guidance on research and data protection which includes the
Department of Clinical Neurosciences' standard operating procedures for
handling personal data.
16/10/2007
- The definition of personal data has been updated in line with recent
guidance from the Information Commissioner.
09/10/2007
- Instructions on how to make an information request updated to direct
applicants to submit their request to the Records Management Section rather
than to the relevant part of the University.
05/10/2007
06/09/2007
- Updated guidance on searching emails or computer drives in response to a
subject access request
24/08/2007
- Updated Central Records Registry guidance on performing a legacy records review
09/08/2007
- New Central Records Registry guidance on how to make a bring forward folder request
- New guidance on transferring records to the Archives
06/08/2007
- The request monitoring database manual for practitioners has been
completely revised and updated
03/08/2007
- New guidance on how long to retain 'non-live web content
01/08/2007
- An updated version of the freedom of information request costings guidance for practitioners has now been added:
19/07/2007
- Updated annex B of procedures for practitioners on receiving and
replying to requests for information on how to log a request.
- Updated chapter V of the publication scheme manual for practitioners on
how to access the database via MyEd.
10/07/2007
- Data protection guidance for students using personal data on for their
research.
06/07/2007
- File naming conventions have been updated to include a new rule on
avoiding non-alphanumeric characters.
28/06/2007
- Guidance on managing emails has been updated to include the suggestion
that symbol characters be avoided in subject lines as this can prevent them
from being opened in some web access systems.
25/06/2007
- New procedures on the management of chair committee records:
15/06/2007
- Central Records Registry procedures updated:
28/05/2007
- Updated retention schedules for department health and safety records are now available
17/05/2007
- New guidelines for practitioners on how to run reports from the
publication scheme database and the request monitoring database
10/05/2007
- New guidance and model contract clauses to use when transferring
information to other organisations
07/05/2007
- New Central Records Registry procedures for handling customer queries.
- Central Records Registry procedures updated:
30/04/2007
- 5 key messages for freedom of information revised and updated.
- School records retention schedule updated to give guidance on the selection of some external correspondence for preservation in the University Archives.
- A new procedure from the Policy and Planning records management project
has been added:
12/04/2007
- New guidance on the management of staff records in the former Policy and
Planning.
30/03/2007
- New frequently asked questions about the Policy and Planning filing
system added:
28/03/2007
- Key principles for using the Policy and Planning filing system are now
available online.
27/03/2007
- The regular newsletters sent to freedom of information practitioners are now available online.
23/03/2007
- A model retention schedule for records kept in academic schools, developed by the School of Arts, Culture and the Environment is now available
13/03/2007
- A new version of our guidance on information law for academic staff is now available.
12/03/2007
- New frequently asked questions about the Policy and Planning filing
system added:
06/03/2007
- Papers from the Freedom of Information Promoters Group meeting held on
05/03/2007
01/03/2007
- New guidance on publishing photographs of people has been added to the
guidance on Internet publishing and the Data Protection Act.
27/02/2007
- A new version of the guidance on Internet publishing and the Data
Protection Act has been published.
26/02/2007
- A new FAQ on how long to keep records relating to the nomination of
honorary graduates has been added
19/02/2007
- Updated retention schedules for departmental health and safety records are now available.
07/02/2007
- New guidance is available highlighting key information issues for academics
01/02/2007
- New guidance provides a records management checklist to be used when
staff leave their job
31/01/2007
- New guidance is available setting out retention periods for common types of departmental health and safety records
31/01/2007
- Revised version of HR records retention schedule is available incorporating revised definition of the document type relating to job-specific training
04/12/2006
- An updated version of the freedom of information request costings guidance for practitioners has now been added:
06/11/2006
- New procedures from the Policy and Planning records management project
have been added:
06/10/2006
- A new FAQ on the retention of DOS files for visiting students has been
added:
25/09/2006
- The guidance for practitioners receiving and replying to information
requests has been updated to reflect the necessity of keeping track of the
amount of time spent working on each request.
15/09/2006
- The retention schedules for financial records kept outside the finance
section have been updated to reflect the fact that they are only intended to be
used by departments outside finance.
30/08/06
- New training course dates have been announced for the following courses:
29/08/06
- A new FAQ on the retention of records relating to the accreditation and review of programmes by relevant professional
bodies has been added:
15/08/06
- The guidance on freedom of information review procedures has been updated:
02/08/06
- New procedures from the Policy and Planning records management project
have been added:
01/08/06
- New procedures for the Policy and Planning records management project
have been added:
If you have any comments or suggestions regarding these pages please e-mail them
to us at recordsmanagement@ed.ac.uk
Terms and
conditions, legal disclaimer and copyright information
The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336
Page last updated: Tuesday May 15 2012 |
