What are records?

Creating and using records is a vital part of everyday University activities. We need records to work effectively and demonstrate how we comply with our legal and regulatory requirements. 

Records are defined as "recorded information", in any form and regardless of media, created or received by the University and used in delivering our core business functions and activities.  It is the content and context, which is significant, not the format.

The importance and value of records lies in their role "as evidence" of what has taken place. Records provide an accurate, authentic and complete account of the University's actions, transactions, decisions and commitments.

Some records may not be current, however they may be retained for evidential, informational and/or historical value for the longer term.

  What is Records Management?


  •  Records Management is a process for the systematic management of information recorded on all media – traditionally paper and microfiche or film, but increasingly information held in electronic format including e-mails, web-based content and databases.
  • All records management programmes are based on the concept of the records lifecycle in which records are current from their creation and for as long as their administrative value remains at its highest, after which they become semi-current when their administrative value declines. When a record has ceased to have any administrative value at all it is non-current
  • Records management aims to establish control over records at all stages of the lifecycle: from the point of creation through to their ultimate archiving or destruction
  • Whatever their format, records constitute one of the University’s most valuable assets. They represent its collective memory, underpin its daily operation and support the image it presents to the outside world.