Library Services


UCL Records Office

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

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 designed to control the creation, storage, retrieval and disposal of records.

Records are evidence of decisions and actions. Organising them consistently and coherently helps save time in finding information. Records management 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 it helps us to work better. Good records management supports effective working, saves time and fosters accountability.

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

Our records management essentials will help you get started, and you can also find UCL's Records Management Policy.


  • UCL's Retention schedule has been approved. This shows how long records should be held, and supersedes all previous policies and guidance.
  • Our Collection Policy describes what records the Records Office does and does not accept.
  • New Regulations explain the rules of access to and use of our holdings, including availability of materials, borrowing records and visiting us.

The following guidance is also available: