Policies and Guidelines – Record retention policy

Policy Overview

The policy sets out how US University of Technology, Science and Arts manages its approach to the retention of semi-current records that need to be retained in archive/storage space for a certain length of time before destruction, and archive records that need to be retained permanently by the staff. The policy is based on the premise that the storage space has two categories of material. The definitions of these categories are set out below:

1. Material identified for permanent retention, which forms part of the institution’s archive [“archive material”]; and

2. Material that needs to be retained over a certain period but which is eventually destroyed [“storage material”]. Material in this category does not form part of the archive and is retained for reference purposes until being destroyed in accordance with the policy.  

Designated Space Allocation

The Director of Studies is responsible for ensuring space allocations are clearly defined for both specific sets of records and for each programme. Where needed, the policy provides each member of staff with its own dedicated archive/storage space (mostly the space is allocated in the Institution server and LMS). Similarly, certain records managed by each staff have specific areas designated for their use. It is the responsibility of each member of staff to respect the allocation of space.

The Management of Archive Material

Archive material is held within the Staff’s archive/storage space within a designated area or within space allocated to a relevant Department. Departments are free to use their space as appropriate. All archive material is subject to a five year review to ensure unnecessary material is not retained indefinitely, and can only be stored within this area if accompanied by a completed standard archive label. The label provides the following information:

• Date of archive;

• Individual and/or Office responsible for archive;

• Description of material;

• Review date.

The relevant Staff/Department is responsible for ensuring that archive material is stored appropriately and in a way which maximises the capacity of available space.

The Management of Storage Material

The Staff/Department uses its archive/storage space to hold a significant amount of storage material that is destined for eventual destruction. The Staff/Department is allocated specific space for their own needs, and are free to use their space as appropriate. All storage material can only be held within these areas if accompanied by a completed standard storage label. The label provides the following information:

• Date of storage;

• Individual and/or Staff responsible for storage;

• Description of material;

• Purpose of retention; and

• A destroy date.

The relevant Staff/Department is responsible for ensuring that material is destroyed timely and appropriately and in accordance with US University of Technology, Science and Arts’ policy and the specified date set when the storage period begins. The Staff/Department is also responsible for ensuring that storage material is managed in a way which maximises the capacity of available space.

Archive/Storage Responsibility

The Head of Academic has overall responsibility for the effective management of the Staff/Department storage space and for ensuring adherence to this policy. The individual Staff is responsible for ensuring they understand and adhere to the policy. Annual summer checks are carried out to ensure that both archive and storage material are being managed within the archive/storage space in accordance with this policy and accompanying records management policies and procedures.

Policy Review

In accordance with US University of Technology, Science and Arts standard records management practice, the policy is reviewed every three years to ensure it meets effectively the Institution’s operational and legal requirements.