Records Retention Schedules

Guidance on Records Retention Schedules

What is a retention schedule?

A retention schedule tells you how long to keep specific records and/or record types.

Retention schedules promote control over the University’s records, enable us to dispose of records we no longer need, and ensure the retention of the minimum volume of records consistent with economy and efficiency of staff time, space, and equipment. Retention schedules also enable better compliance with access to information legislation, such as the UK General Data Protection Regulation (UK GDPR) and Freedom of Information (Scotland) Act 2002.

UWS record retention schedules

Bespoke retention schedules provide Schools and Professional Support Services specific instructions on the appropriate time required to retain their particular records.

Each retention schedule lists the records held within a section. Each record type is assigned a total retention period. The disposal action set out in the retention schedule indicates whether the record will be destroyed or archived once the retention period is reached.

Our Records Management Protocol is available to download as a pdf from our Corporate Governance section on the Policy, Procedures and Guidance webpage.