The University has a cost-effective Records Centre to manage paper records that need to be kept for a limited time. We also have a contract with an external records storage provider, so that we will always have capacity to store the records we need. Heritage and Information Governance also provide advice and help with storing and preserving electronic records.

Heritage and Information Governance manages arrangements for central storage and the use of the external storage contractor for Scottish campuses. Records can be retrieved on demand by authorised users and are confidentially destroyed after a final review at the end of their retention span.

Review and assessment of records

Each School and Service has one or more records management contacts who are  delegated by the Head of School or Director to liaise with the HIG team to review records when they are no longer in current use, using the records retention schedules. A list of the main current retention schedules is in the section:  What information to keep, and for how long?

Each records retention schedule sets out which records should be:

  • Transferred into the Records Centre, or to our external records storage contractor, for retention for a fixed period,
  • destroyed immediately
  • transferred to the University Archive for permanent retention

If you would like to find out more about how to review and transfer records, the Records Manager and HIG team are on hand to provide advice and help.

Deposit

The Records Manager will provide records transfer forms for completion by the School or Service contact and guidance on arranging the transfer of records.

Following deposit of records, a report will be sent to the nominated School or Service contact, listing all records currently within the system, as well as all records which have been either transferred to the Archive or destroyed.
All reports list records in alphabetical order, and include the covering dates, any departmental reference, when the records are due for review, what location number has been assigned to them, and date of deposit.
School or Service records coordinators can deposit records at any time, though there may be delays at certain times of the year, due to increased demand. The HIG team will endeavour to respond to requests to deposit records within 7 days.

Review

Records which have reached the end of their retention period in accordance with the schedule will be reviewed as to their final disposition. The Records Manager will send a report to the School or Service representative, listing those records due for review, with recommendations for their destruction, archiving or retention for a further fixed period.
The School or Service will have four weeks from the date of the report to respond, after which time it will be assumed that they are in agreement with the recommendations made. The the HIG team will take the relevant action.

After the review has been completed, the Records Manager will send a revised set of lists to the School or Service, indicating records retained within the system, those which have been Destroyed and those transferred to the Archive.

Access

Access to records currently held within the Records Centre or off-site repository is limited to the School or Service. Access by other users will only be granted on the authority of the depositing School or Service.

If records currently in the Records Centre are required for any purpose, School or Service coordinators can make a request for their return by e-mail to HIG via heritage@hw.ac.uk.

The request should quote the location number assigned to the required file from the Current Records list. There is no limit to the number of requests that can be made. Wherever possible, HIG will return the records to the School or Service by the next working day, depending on when the request is made. Where records are deposited with our external records provider, retrieval requests go directly to the provider.

Records transferred to the University Archive

The HIG team will catalogue these records and provide supervised access to them in the Search Room in the Museum and Archive. Schools and Services may agree with HIG a closure period for confidential information, during which time access to such material will be restricted to people authorised by the originating School or Service. Thereafter, the material will be available for open access.