(For definitions of ‘records’, click here)
Records management involves ensuring that:
- Records are created. When something is done in pursuit of USP goals, evidence is produced, and that evidence is captured in a record keeping system
- Records are organised in such a way that they are retrievable by those who need to use them, including successive people in a role, and successive units with a responsibility
Records are protected from loss, accidental or deliberate damage, destruction or deletion.
Access to records is controlled appropriately according to their level of confidentiality
Non-confidential records are corporately available as far as appropriate - they are the memory of the organisation, not the staff member or the unit
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Records’ retention is managed. Ideally the life-spans of records are set when they are created, so that they are held for the period that they have value and then destroyed.
These objectives promote the efficiency of the University in making information available when needed; in managing risk of inappropriate access; and optimising use of university property by not storing redundant data.
USP’s commitment to Records management stems from priority 6 of the Strategic Plan 2010-2012, as an element of ‘delivering institutional effectiveness through the highest standards of governance, management and continuous improvement.’
