Records Management

Leaving checklist for staff

This page provides a checklist for you to use when leaving the University or moving to a different job within the University.

The checklist outlines essential records management tasks to complete in your last weeks which will help you to organise your work and have a confident handover on your last day.

Following the checklist will ensure that your information is either filed (in an accessible filing system), destroyed (if no longer relevant), or transferred to an appropriate person.

Checklist for staff

To use the checklist, print out and complete it in the last week of employment.

Liaise with your line manager about any other items relevant to your business area that should be included.

Benefits

Completing the tasks outlined on the checklist will result in the following benefits for you and your business area:

  • Confidence that all your information has been dealt with when you leave
  • Ability to find important information when needed in your area after you leave
  • Smoother handover for your successor
  • Access to information will make the induction process easier for new staff
  • Easier location of information should it be required for freedom of information or data protection reasons
  • Improved continuity between post holders
  • Retention of key information required by the University

Guidance for line managers

To use the checklist line managers should:

  • Point your staff to the checklist
  • Ask the member of staff to print and complete the checklist in their last week of employment.
  • Notify the member of staff about any other items relevant to your business area that should be added to the checklist.
  • Use the checklist in final meetings with staff to ensure that all relevant tasks have been completed.

What are the benefits for a manager?

By asking staff to complete the tasks outlined on the checklist, managers will be able to see the following benefits:

  • Smoother handover between staff
  • Improved continuity between post holders
  • Increased efficiency from new staff and an easier induction process as new staff have access to all the information they will need
  • Easier location of information when needed, particularly if it is required for freedom of information or data protection reasons
  • Improved records management in your area
  • Retention of key information required by the University

About this guidance

Version: 7

Author: Kiara King