Determination of a retention period can involve consultation a number of different groups of people: operational managers, professional advisers (lawyers, auditors, H&S advisors), information specialists (archivists), academics (long-term research value of records and significance in a wider cultural perspective).
The following process is suggested:
- Local departmental records manager drafts a retention policy with records owners, considering legislation, working practice, and JISC guidance. A blank draft RRS is offered as a starting point: Blank RRS [Word].
- The blank draft RRS is edited to reflect practice within the department: irrelevant record groups are removed, missing record groups are added. Consult the JISC Business Classification Scheme for guidance on record types and retention periods (http://bcs.jiscinfonet.ac.uk/he/).
- Local decisions are made for the retention period for any new record groups added to the RRS.
- Draft policies are considered by a working group appropriate to the department.
- The records manager follows up with owners on queries/changes required by the working group.
- Head or Director of appropriate department signs off the draft as policy (e.g. financial records retention signed off by Director of Finance).
- Policies signed off by HoD are approved by University Registrar and Secretary.
- Approved policies are published on the University's website in the Records Retention Schedule.
- All approved policies are reviewed every 5 years.