Your friendly information and records professionals at Heritage Quay can help you to make the most of your information – whether it’s data in systems, filing cabinets or electronic documents.
Managing your information and records effectively
The University’s official Records Management Policy encompasses the following principles:
Contact us if you have queries about information and records management - or problems we can help you solve. We are responsible for the University's Retention and Disposal Schedule, and for providing training and guidance on information management.
For up-to-date guidance on managing records, see the Records Management hub [available to University of Huddersfield staff only].
Records are generated as part of the business activity of the University. They may be in any format, both electronic and paper. The Retention and Disposal Schedule documents the retention periods for University records and information and sets out what should happen at the end of retention periods.
A retention and disposal schedule promotes consistency by ensuring that the same type of record is kept for the same amount of time no matter where the record is held. It
The retention of unnecessary records consumes staff time, space and equipment. It also incurs liabilities in terms of the need to service information requests made under the Data Protection Act 2018 and the Freedom of Information Act 2000. All records held in Wisdom have the correct retention & disposal period set against them.
In any dispute it is important that the University is able to demonstrate that normal practice was followed. This Schedule represents normal practice.
The Retention and Disposal Schedule is reviewed every three years, the introduction contains information on implementation, how retention periods are calculated and legislation. If you have a query or have noted an omission, please contact the Record Management Service at recordsmanagement@hud.ac.uk.
For up-to-date guidance on managing records, including managing emails, see the Records Management hub [available to University of Huddersfield staff only].
In addition, there is specific guidance for module and programme boxes in Wisdom below.
Wisdom is an Electronic Document and Records Management System used for certain University records. It is not the only system that manages University records; where appropriate, records are/can be managed in other systems, which should be developed with Records Management requirements in mind. (Please contact recordsmanagement@hud.ac.uk for advice.)
Where record types are stored in Wisdom, there should be no duplication and records of those types should not be stored elsewhere (eg student docs should only ever be in Wisdom, not in local SharePoint sites). Where record types are not already stored in Wisdom, there is no requirement that they should be or that Wisdom should be the preferred system – staff are free to identify the most appropriate system, so long as record-keeping needs are met.
Currently, Wisdom is used for:
We will continue to maintain, support and develop Wisdom for the record types that are currently stored in it. Where new storage needs arise for other record types, if Wisdom meets all the needs of those particular records and processes, then Wisdom can be developed to include them.
Agreed by Wisdom Steering Group, 02/11/2022
Before embarking on a new project, proposal or policy, you will need to assess the privacy risks by completing a Privacy Impact Assessment (PIA).
The online assessment form can be found on the Data Protection Portal.
For further information on Data Protection, please visit the Data Protection Portal and for Information Security, please visit the Information Security web page.
Please get in touch with us with any records or information query - no question too big or too small!
Email: recordsmanagement@hud.ac.uk
The Record Management service works with others across the University who help inform records management policies and procedures. These include our Records Management Champions, nominated staff in each School and Service who support and encourage good records management.