Records Management
Effective records management ensures that the University runs as efficiently as possible and meets its various obligations. Proper records management guarantees that all of the University's records are created, received, used, and disposed of in our day-to-day work in a way that facilitates their most efficient and effective use.
The Records Management Policy applies to all University records, regardless of how they were created and how they are stored (for example, whether hard copy or digital; held by individuals or in centralised systems) and covers the entire life cycle of records from creation through to disposal.
The purpose of the Policy is to:
- To outline the importance of, and principles which underpin, good records management;
- To make clear individual and institutional responsibilities with regard to records management at the University; and
- To provide a basis from which the University’s Master Records Retention Schedule can be understood and utilised.
The Master Records Retention Schedule provides specific detail about which records make up the University’s key business records, how long these should be retained, and what the recommended disposal action following the end of the retention period is. It applies to master records in all media and formats.
University point of contact: GDPR@sussex.ac.uk
Support available: Advice and guidance.
Each Faculty or PS Division should:
- Ensure all members of staff are aware of the Records Management Policy.
- Only used the University approved and supported storage options, e.g., Box, OneDrive for Business, or research storage, are used.
- Manage data in line with the appropriate classification guidance.
Relevant webpage(s):
Records Management Policy, Master Records Retention Schedule, Information Classification and Handling Policy; Records Management Top Tips; Frequently Asked Questions on records management
Compliance indicators:
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Appropriate file naming and version controls are in place across your Faculty or PS Division and the protocols are documented and available to colleagues. |
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All records, including emails, that are created or handled at your Faculty or PS Division are classified as described in the University's Information Classification and Handling Policy (e.g., sensitive records and emails are clearly marked as ‘Sensitive’). Sensitive information includes commercial information, research data, special categories of personal data, or information relating to contractual or legal obligations. |
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Access to your records, including group email boxes, is controlled based on who should be able to view or edit them, and access is regularly reviewed especially when someone leaves or moves into a different role. |
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Your records, including individual and group emails, are regularly reviewed and disposed of if no longer needed. |
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Your key business records are retained for as long as described in the University's Master Records Retention Schedule and the recommended disposal action following the end of the retention period is implemented accordingly. |
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Records that have a historical or institutional value are archived through the University Collections team at the Library. |
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Paper records are disposed confidentially and securely by using confidential waste bins that are available across your Faulty or PS Division. |