- 1. Introduction to the publication scheme
- 2. About your public authority
- 3. Preparing the publication scheme
- 4. Accessing information under the scheme
- 5. Information that we may hold
- 6. Our charging policy
- 7. Our copyright policy
- 8. Records management and archiving policy
- 9. Feedback
- 10. Complaints
- 11. How to access information, which is not available under this scheme
- 12. Classes of information
- Contact us
8. Records management and archiving policy
Records Management
Records management underpins compliance with the Act and is a tool for efficiency in conducting business. The University is implementing its Records Management Policy currently, in compliance with international standards and best practice. At this moment, we are preparing retention schedules in order for records to be managed effectively and so that historical material may be identified and preserved.
All University staff who create, receive and use records have records management responsibilities. Heads of Schools and of support areas and units have overall responsibility for the management of records generated by their activities. The University Secretary has particular responsibility for ensuring that the University corporately meets its legal, governance and accountability obligations. Day-to-day responsibility is delegated to the University Records Manager whose role is to coordinate records management across the University and to give advice on policy and best practice.
Archives
The University does not keep all records forever. Records worthy of permanent collection may be deposited with an outside contractor or transferred to the custody of the Special Collections Department, located within the Robertson Trust Library and Learning Resource Centre on the Paisley campus. The outside contractor holds University records, such as minutes and papers from Senate, Court and the corresponding committees, from Student Administration and Finance. Records are only transferred to the archives once they are no longer required for business purposes.
The Library seeks to collect original and unique archival material that reflects the broadest possible issues and concerns to support teaching and research in the University and the wider community. Records can be transferred internally, deposited on long-term loan, gifted and, under exceptional circumstances, purchased.
The Library's Research Collections Acquisition Policy outlines acquisition priorities indicating records not acquired e.g.
- Records which are still in current or semi-current use by their originator(s).
- Records which are closed or subject to privacy legislation.
- Records which have restrictions on access or availability for research.