A retention schedule sets out the amount of time that the University needs to keep its records. It applies to records in all formats, including paper and electronic information. 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 When a record is superseded by an updated version a golden copy may still exist for the previous version.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. How do I choose a trigger point? It is important to choose a trigger point which you can implement. For example, there is no point in saying that records should be kept until an individual dies, if you have no reliable way of knowing whether or not they are 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. 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
