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YOU ARE HERE: Skip Navigation LinksEdinburgh Napier Staff Intranet > Service Depts > Governance & Compliance > Governance Services > Records Management > Records Management Documentation and Guidance

Courtesy of Freedigitalphotos.netRecords Management: Documentation  and Guidance

 

 

 

 

Records Management Policy

The University recognises that the efficient management of its records is necessary in order to support its core functions, to comply with its legal and regulatory obligations and to enable the effective management of the institution

 

Download the policy

 

Records management principles

Changes in record-keeping legislation have necessitated a greater awareness of the importance of records management within the University. This document explains what the University's record-keeping principles are and why we need them.

 

Download the guidance note

 

Courtesy of Freedigitalphotos.netRecords management good practice

This document highlights the importance of records management and what members of staff need to be aware of when creating and managing records.

 

Download the guidance note

 

What is and what is not a confidential record

This document outlines the types of records which would be classes as confidential and would require additional special attention with regards access, storage and destruction.

 

Download the guidance note

 

Naming conventions for documents and folders

This document sets out advice and guidance for creating consistent procedures for the naming of folders and documents and is intended to provide a common set of rules to apply to the naming of paper and electronic records

 

Download the guidance note

 

Courtesy of Freedigitalphotos.netScanning records

The following guidance highlights the advantages and disadvantages of scanning and provides a checklist for any School or Professional Service area considering scanning as a records management solution 

 

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Records which may be routinely destroyed

There are steps that everyone can take with their own files to reduce them in size to make them more manageable.  The following guidance outlines the types of records which may be routinely destroyed.

 

Download the guidance note

 

Guidance on the Safe Disposal of Confidential Waste

The Data Protection Act and the Freedom of Information Act impose specific requirements about the timely and secure disposal of information, both paper and electronic. This guidance note sets out what you need to know.

 

Guidance can be found here.

 

Records Management Physical File Coversheet

The file coversheet can be used by staff to manage their paper records and to ensure that adequate information is captured regarding the title, reference, retention and disposal requirements of the records.  The sheet can be attached to a ring binder, loose-leaf file or some other form of file holder

 

Download the coversheet

 

Leaving the University?

Please ensure that University information and records are moved from personal storage areas like the H:Drive, C:Drive (Desktop), MySite (SharePoint), Outlook, email archives, portable devices, personal computers, personal cloud storage, etc. into the University's shared network area (S:Drive and team SharePoint areas) where the appropriate colleagues can access them after you leave. Further information and FAQs are available in the guidance note below:

 

Download the guidance note for leavers