Efficiently managing records Efficiently managing records

The University of East Anglia recognises that the efficient management of its records is necessary, to support its core functions, to comply with its legal and regulatory obligations and to contribute to the effective overall management of the institution.

Records management is necessary to ensure that:

  • the right information is created and kept for as long as it is needed but no longer
  • information is held in a form and manner that helps people access it
  • information is stored, used and protected in accordance with the many requirements of its creators, users, the University, the law and regulatory bodies
  • cost effectiveness is maintained (in terms of the time spent looking for information & storage space used).

Records are defined as all those documents, which facilitate the business carried out by the University and which are thereafter retained (for a set period) to provide evidence of its transactions or activities. These records may be created, received or maintained in hard copy or electronically.

A small percentage of University records will be selected for permanent preservation as part of the institution's archives, for historical research and as an enduring record of the conduct of business.

The University has a corporate responsibility to maintain its records and recordkeeping systems in accordance with the policy and regulatory environment governing higher education institutions in the United Kingdom such as the Freedom of Information Act 2000, Environment Information Regulations 2004, the Data Protection Act 1998, and any other legislation or regulations (including audit, equal opportunities and research ethics) affecting the institution.

It also manages its records in accordance with internal policies and strategies such as the ISD Strategy and the University's Corporate Plan. The high level records management policy of the University is available from this page. 

Records management policies and practices are regularly reviewed in order to update them, enhance them, and ensure the continued strategic management of records.

Guidance and information on records management at the University of East Anglia is available from the Information Policy and Compliance Managers,  (tel.: 01603 59 3523 / 2431).