Records
Archiving and Maintenance of Student Records
This function covers the structuring of 150,000 documents into electronic structured electronic records each year. The software employed incorporates a two-tier system of retention definition - temporary and permanent. Search and retrieval techniques can be defined by document type and information is retrievable within seconds.
The importance of ensuring good records management within the University is becoming more relevant as the Data Protection Act and the Freedom of Information Act compel us to implement effective records management strategies.
The Department archives all paperwork associated with students registering with the University through central registration processes and is accountable for developing and sustaining a trustworthy system of storage of records. More recently we have implemented electronic storage of student records.
For the above reasons a Service Level Agreement has been established with our service providers to ensure procedures and processes are robust and fit with the requirements recommended by the University’s Internal Auditors.
The Agreement assists with;
- Developing and sustaining a sound process for electronic records management
- Providing accountability to the University and its Internal Auditors
- Developing a systems approach to the development and structuring of electronic records in collaboration with our service providers..
Our storage facility has the capacity to house electronic records for a thirty-year period.
