The following process is followed below The following process is followed below

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).

Retention decisions must be formally approved by senior officers who have the authority to commit the institution to the consequences of the decisions (resources and risks). At UEA, retention schedules and updates to these documents are approved by the Head of Department.

The following process is suggested:
  1. 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].
  2. 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 (
  3. Local decisions are made for the retention period for any new record groups added to the RRS.
  4. Draft policies are considered by a working group appropriate to the department.
  5. The records manager follows up with owners on queries/changes required by the working group.
  6. Head or Director of appropriate department signs off the draft as policy (e.g. financial records retention signed off by Director of Finance).
  7. Policies signed off by HoD are approved by University Registrar and Secretary.
  8. Approved policies are published on the University's website in the Records Retention Schedule.
  9. All approved policies are reviewed every 5 years.