Records and Information Management

The University has vast volumes of Records and Information in both physical paper format and electronic.

Working with the Information Governance Guardian networks, the Information Governance Office is responsible for managing records of information processing, providing information management training and awareness as well as assisting with the development of effective and efficient Information Systems and processes. 

For physical records and information, this includes a service to (a) securely archive information with our specialist 3^rd party provider and/or (b) securely and confidentially shred paper through the provision of consoles or large uniquely labelled secure shredding bags. More information about disposal of confidential material. 

For electronic records, we work with stakeholders within the University to provide help and guidance. We ensure that University information is shared and processed lawfully through the Information Governance Risk Review process which ultimately leads to the identification and application of appropriate technical, administrative and physical safeguards.

Consultation on changes to retention of communications (Sep-Oct 2025)

The University currently keeps all emails and Teams Chat messages that a member of staff sends and receives until after they leave the University. This has consequences, such as non-compliance with the Data Protection Act and GDPR, reaching storage limits, or hindering the usefulness of AI tools. However, emails and messages can contain evidence of activities or important information that must not be lost.

Ideally, every email and message would be kept for the appropriate duration for its content, then deleted. In practice, the sheer volume of email and messages makes it infeasible for anybody to review individual items in this way. A broader approach is needed to stop over-retention, whilst supporting valuable content to be kept for as long as required.

To address this, feedback is being sought on the impact that the following changes would have on colleagues’ work. New guidance will support these changes and there may be some modifications to these rules for certain mailboxes and users:

• Automatic deletion of emails that you deleted over 3 months ago
• Automatic deletion of Teams Chat messages that you sent or received over 1 year ago
• Automatic deletion of emails that you sent or received over 3 years ago

Full details are available at Email and Chat Retention - Initial Consultation Information

The consultation is open at Email and Teams Chat retention - initial consultation | Qualtrics survey until 14 October.

Records Retention Schedule (RRS)

The UoM Records Retention Schedule helps to balance the requirement to ensure records are not retained unnecessarily with the need to prevent the premature disposal of information we are required to keep. It defines a disposition period for records along with information about what should happen to a record at the end of its disposition period. 

To listen to our recent Records Management Information Session please click on the podcast link and search for 'records management'.

Business Classification Scheme (BCS)