The University recognises that the efficient management of its records is necessary to support its core functions, to comply with its legal and regulatory obligations, and for the effective overall management of the institution.
The University's Record Retention Schedule sets out how long we should keep our record types; it takes into account legal and regulatory requirements as well as our own business needs for keeping records for specified periods of times.
All University staff are responsible for following the schedule and all records created, received or maintained by staff in the course of carrying out their corporate functions, including documents relating to University contracts with third parties, the provision of higher education qualification programmes, and the progression and achievement of students, are the property of the University and must be created, stored, retrieved and disposed of in accordance with it.
Please note: The University's Records Retention Schedule is currently under review. This version can be used for reference with the understanding that some recommendations will be superseded. If you aren’t certain about a group of records or they aren’t listed in the current published retention schedule [DOCX]
please contact document.management@beds.ac.uk
All hard-copy corporate records with a long-term or permanent retention period can be archived off-site with Restore Information Management. This process is managed through Governance and Planning, as are all subsequent retrieval and disposal orders.
Members of staff who wish to transfer records to the offsite archive should email document.management@beds.ac.uk
A Record Transfer Form [DOC] should be completed for each box being transferred off-site. Please read the guidance that precedes the form carefully and contact document.management@beds.ac.uk if you require any further instruction.
Flat-packed archive boxes are available on request from Governance and Planning. A good supply is always held on-site but if you require a quantity greater than 10, please email document.management@beds.ac.uk in good time as they may need to be ordered in.