Records Management

Assess archival value

Use the following principles to decide if the core records should be transferred to the University Archive.

Records to transfer

Transfer to the University Archive the records of any committee:

  1. which reports directly to University Court or Senatus Academicus
  2. of significance not included in (i), for example any committees regarding a major special event, a significant University activity, or involving a large number of senior staff, such as Central Management Group
  3. which takes policy, strategic or developmental decisions and does not report on these decisions to a more senior committee
  4. where the records provide a summary or broad view of the University's main activities, for example the records of College forums.

Records not to transfer

The University Archive is not normally interested in the records of your committee if it provides a written report to a senior committee, except where the work of your committee is a significant University activity (such as the formulation of admissions policy) and the summary report does not include all of the underlying information.

Do not transfer to the University Archives the minutes and papers of any committee which deals primarily with cases about individuals, such as promotions committees, appointments committees, and discipline committees.

Disposal actions

Unwanted records

If your committee records are not wanted by the University Archive, the disposal action at the end of your retention period will be "Destroy". Follow the next step to determine how long to keep your committee records for before destroying them.

Wanted records

If your core committee records are wanted by the University Archive, add "Transfer to University Archive" as the disposal action on your retention schedule and decide how long you need to refer to them for business purposes before sending them to the University Archive.

For example, Court and Senate records are kept for 10 years before being transferred to the University Archive.

Add the retention period to your retention schedule and consult with the appropriate units.

Next step