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Retention and secure disposal of documents

13 Jul 2015

As we come to the end of the academic year, many of us will be reviewing the files and records held, confirming what data needs to be kept (and for how long), and what can be destroyed, to make way for the next set of data

A few key points to bear in mind are that:

  • information needs to be found efficiently so it should be properly labelled and stored in a logical and secure filing system;
  • it should be clear which is the latest version of the data and duplicate versions should be avoided;
  • records should be securely deleted when they are no longer required.

Please be aware of the University’s Retention Schedule, an advisory document created and maintained by the Records Management Office, which suggests time frames for keeping a wide range of University documents, from student records, to health and safety management.

If the document you are looking for does not appear on the schedule, please seek advice and guidance from the Records Management Office at:

HR Services have produced a guide for managers on the retention of any records they hold which concern members of staff, for example records of annual leave, and records held which concern other individuals such as job applicants.

If you need further advice on this schedule, please contact HR services on:

If you no longer need to keep documents that contain personal data, please ensure they are disposed of securely. Your local Data Protection Guardian can advise on the location of the nearest Shred-it console, or shredding machine for the secure disposal of paper documents. IT Services can advise on the secure disposal of electronic devices, hard drives, external storage devices etc. When PCs and printers are no longer fit for purpose, they are wiped and passed on to an external company for disposal.

IT will collect PCs, printers and associated equipment; please contact them at:

  • (0)161 306 5544