University Records Management

What is Records Management?

Records Management is a key function in the University and it is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, retention and disposal of records.

What are the advantages of Records Management?

Effective records management is vital to enable the University to meet its obligations under the Freedom of Information (Scotland) Act 2002, Environmental Information (Scotland) Regulations 2004 and Data Protection legislation.

In addition, good records management leads to:

• Improved control of valuable information resources
• Improved management and availability of information
• Better use of staff time
• Improved administrative efficiency
• Better use of physical and server space
• Reduced duplication and less waste
• Compliance with legislation and standards.

The Information and Records Management Policy sets out the University’s commitment to managing information effectively.

The Information Assurance Charter presents the University’s approach to information assurance.

How we can help

To help manage our information more effectively, the University has developed guidance on documents and version control file naming. The University Records Retention Schedules outline how long information should be retained and how information should be disposed of.

The University Records Centre (URC) provides secure storage for inactive records.  We also provide advice and guidance and regular training sessions.

Contact

Contact the Information Compliance Team for advice and guidance recordsmanagement@gcu.ac.uk