Records Management is a discipline aimed at the efficient and systematic control of the records you create or receive during the course of your work. This is achieved through systems by which designed to control the creation, storage, retrieval and disposal of records.

The Records Office provides help and advice to staff on information management issues, produce policy in line with legislation and promote good governance.

Records are evidence of decisions and actions. Organising them consistently and coherently helps save time in finding information. It saves physical and server space by reducing duplication and ensuring records are kept only for as long as they are needed. It also supports legal compliance, ensuring information can be found in response to requests under the Data Protection and Freedom of Information Acts, and to defend UCL's rights.

But the main reason for practising records management is that is helps us to work better. Good records management supports effective working, saves time and fosters accountability.

Records management key points

We are improving records management practices at UCL by introducing controls and guidance based on:

• Review and audit
• Controlled retention
• Cost-effective storage
• Legal compliance

The following guidance is available now:

• Managing paper records
• Storing paper records
• Transferring paper records off-site ("archiving")
• Disposing of paper records
• Managing electronic records
• Naming electronic records
• Version control of electronic records
• Protecting information - all staff
• Protecting information - research

A new Records Management Policy for UCL has been approved.

Last modified 04 October 2012