This guidance provides a brief explanation of retention schedules. Retention schedules form one of the most important building blocks of the University's records management processes, setting out the amount of time that the University needs to keep its records. By separating the records into distinct categories and signposting the reasons for retaining (and in most cases eventually destroying) the records, they provide clarity for staff with the responsibility of managing the records, as well as other stakeholders. It is important to note that retention schedules apply to records in all formats, including paper and electronic information. How do I choose a trigger point? The trigger point is when a record's retention period begins. In some cases this can be the creation of a record, but it can also be the end of a financial year, the end of a contract, a system's end of life, or any other defined event.It is important to choose a trigger point which you are able to implement. For example, there is no point in saying that records should be kept for the lifetime of an individual, if you have no reliable way of knowing whether or not the individual in question is alive. Instead, choose a trigger point based on the information you have about that individual; in this case their 100th birthday might be a suitable trigger point. What is a golden copy? The golden copy is the official, master version of a record.There can only be one golden copy of each record.A golden copy exists from the point of creation of a record, not just once the record is no longer used.The golden copy of a record exists for all stages of its development, so during the early stages of a records development the golden copy may be a draft.When a record is superseded by an updated version a golden copy may still exist for the previous version. For example, when assessment regulations which are updated every year, a golden copy should exist for each previous set of regulations, and there will also be a golden copy of the draft of the next year's regulations. Creating and reviewing retention schedules Creating and reviewing retention schedules Deciding how long to keep records. University retention schedules University retention schedules Retention schedules for student, staff, finance, and health and safety records This article was published on 2024-04-17
