Storage of University Documents - Staffordshire University

UNIVERSITY POLICY ON THE STORAGE OF UNIVERSITY DOCUMENTS
Name of Policy :
Purpose of Policy :
Approval for this Policy given by :
Policy for its update :
Policy applies to :
University Policy on the
Storage of University
Documents
To inform Faculty/Services
of the University on its
policy on the storage of
University documents
Academic Board
Academic Registrar and
Director of Student
Experience
All staff of the University
Date of Approval : August 2013
Proposed Date of Review : August 2014
Equality issues have been taken into account during the development of this
policy and all protected characteristics have been considered as part of the
Equality Analysis undertaken.

STAFFORDSHIRE UNIVERSITY APPENDIX 1
UNIVERSITY POLICY ON THE STORAGE OF UNIVERSITY DOCUMENTS – Sept 2012
INFORMATION STORED
STUDENT RECORDS (CENTRAL)
Enrolment forms, general correspondence
Student Loan applications
Conferment/Pass lists
HEFCE Access to Learning Applications and Fund Receipts
ESF Awards received via the Access to Learning Fund
PROPOSED TIMESCALE FOR RETENTION
Indefinitely
For three years after student leaves
Indefinitely
Six years
Indefinitely
STUDENT RECORDS (FACULTIES)
Includes general student files, references (results, correspondence, transcripts), placement details
etc
STAFF RECORDS (PERSONNEL SERVICES)
STAFFING RECORDS (FACULTIES/SERVICES)
Includes staff development reports for some Faculties.
Indefinitely – references, transcripts, results
Remainder – six years from date student leaves
Seven years from end of employment
Seven years from end of employment
HEALTH AND SAFETY
Records are held centrally and also within Faculties and Services Legal requirement: eight years for accidents, 30
years for surveillance reports for hazardous
materials (i.e., asbestos).
COMMITTEE PAPERS (UNIVERSITY LEVEL)
Indefinitely
COMMITTEE PAPERS (FACULTY BOARDS)
Indefinitely
COMMITTEE PAPERS (OTHER FACULTY COMMITTEES)
Five to six years
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STAFFORDSHIRE UNIVERSITY APPENDIX 1
UNIVERSITY POLICY ON THE STORAGE OF UNIVERSITY DOCUMENTS – Sept 2012
INFORMATION STORED
ASSESSMENT RELATED DOCUMENTS
Completed assessed work
Examination Papers
Course Work (i.e., essays, dissertations)
Research Data
Masters of assessment tasks
Assessment/Award Board Grids
Assessment/Award Board Minutes
Appeals/Complaints
QUALITY ASSURANCE/MONITORING INFORMATION
Annual Monitoring Reports
Validation Reports
Definitive award documents
Memoranda of Co-operation & Schedules for Collaborations
PROPOSED TIMESCALE FOR RETENTION
A sample will be selected as follows :
- Include samples of work from all
classifications
- In addition submission/feedback forms for
all students will be retained.
- The sample will be retained for 1 year
following completion of those assessments
Normally, students to be required to hand in one
hard copy coursework subject to Faculty policy.
At least five years from the date of publication
which is based upon it.
Three years after graduation, unless individual
professional body requires more.
Archive will be held indefinitely on Thesis.
Six years after graduation.
One year after graduation.
5-6 years
Indefinitely
Indefinitely - Legal requirement for contracts.
Indefinitely
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STAFFORDSHIRE UNIVERSITY APPENDIX 1
UNIVERSITY POLICY ON THE STORAGE OF UNIVERSITY DOCUMENTS – Sept 2012
INFORMATION STORED
AWARD/MODULE HANDBOOKS
PROPOSED TIMESCALE FOR RETENTION
Indefinitely
EXTERNAL EXAMINER INFORMATION
Nomination forms, reports, correspondence
4 years after expiry of tenure
ADMISSIONS DOCUMENTS
Application Forms (Student Recruitment)
No need for Faculties to keep separate copies.
Indefinitely (on microfiche)
FINANCIAL RECORDS
Annual Account papers
HESA Returns
VAT Schedules
Purchase invoices
Manual cheques
Foreign payments
Sales invoice requests
Travel claims
Internal Purchase Requisitions
Hospitality Forms
Journal Vouchers
Accommodation Agreements
}
} Indefinitely
}
}
} Six years
}
}
}
} Three years
}
}
}
NB: Faculties to retain for current year only and can then destroy.
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STAFFORDSHIRE UNIVERSITY APPENDIX 1
UNIVERSITY POLICY ON THE STORAGE OF UNIVERSITY DOCUMENTS – Sept 2012
INFORMATION STORED
EUROPEAN UNION/EUROPEAN COMMISSION FUNDED PROJECTS
General:
Tender specification
Original bids
Contracts and any variations
Any associated sub contracts or lease agreements
Output definitions and evidence required (evidence of agreement with funder)
Job adverts for project team
Job descriptions
Project management procedures
Index of records i.e. where they can be found
Any SMT actions relating to project management
Copies of blank forms used for evidence collation
Organisational structure demonstrating where project fits in organisation along with detailed local
management structure
Correspondence with funders
Financial:
Invoices
Purchase orders
Claims
Expenses
Staff timesheets
PROPOSED TIMESCALE FOR RETENTION
European Social Funded projects 2000-2006
programme
Until at least 31 December 2014 for Student Office
projects.
After this date authorisation from the contracting
body (Government Office) be sought and Enterprise
and Commercial Development notified before
documentation can be destroyed.
European Regional Development Fund 2007-
2013 programme
Until at least 31 December 2025.
After this date authorisation from the contracting
body (DCLG) and Enterprise and Commercial
Development notified before documentation can be
destroyed.
Other European Union /European
Commission funded projects
Retain as per individual contractual guidelines.
Enterprise and Commercial Development notified
before documentation can be destroyed.
.
Marketing:
Marketing plan
Publicity materials
Publicity procedures
Events – delegate list, materials, feedback etc.
Project contacts database
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STAFFORDSHIRE UNIVERSITY APPENDIX 1
UNIVERSITY POLICY ON THE STORAGE OF UNIVERSITY DOCUMENTS – Sept 2012
Meetings and team file:
Minutes of steering group
Minutes from team meetings
Minutes from individual line management meetings
Minutes from internal meetings e.g. with finance
Any actions from SMT meetings relating to the project
Minutes from external meetings
Copies of staff appraisals and training plan relevant to the performance of the project
Output evidence:
All beneficiary and output associated documentation e.g. beneficiary details and eligibility,
timesheets, TNAs, etc.
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