Update – DP Reps

February 2004

University Records Centre

LocationTop Floor, Main Arts Tower

CapacityApproximately 4,000 standard archival boxes

Current situationSome Finance, Academic Registry and

Human Resources Records stored

University Records Centre

Timetable16th February – 1st phase clearing23rd February – 1st phase shelving1st March – 2nd phase clearing8th March – 2nd phase shelving15th March – RM Service take over

management of Records CentreApril - Grand opening!

University Records Centre

PurposeThe purpose of the University Records

Centre is to hold the semi active paper records that the University no longer needs to retain for daily use but needs to access occasionally or needs to retain for statutory or other purposes

University Records Centre

Finance, Human Resources and Academic RegistryWill transfer all other semi-active files over in

April Bio Composites

Will run a pilot for academic departments from April/May

University Records Centre

Supporting DocumentationConfidential Destruction PolicyRecords Centre ProceduresRecords Centre authorisation form

More information:Records Management Service webpages

Records Management Service Web pages New bilingual web pages launched:

www.is.bangor.ac.uk/recordsmanagement www.is.bangor.ac.uk/recordsmanagement/cymraeg/in

dex.php Incorporating information on:

Records Management Data Protection Freedom of Information Copyright

RM Service Web Pages

We would welcome your comments!LayoutEase of useNavigation bars Information containedGlaring omissions!

Freedom of Information

Statutory Requirements under the Freedom of Information Act 2000

Publication Scheme in place by 29th February 2004

Ability to handle requests in place by 1st January 2005

Freedom of Information

Publication SchemeEnglish and Welsh versions already on the

new web site Incorporating as much as possible, butA continually evolving documentDocuments that UWB will “routinely” publishHard copies of publication scheme in each

library

Freedom of Information

How will it affect you?As these are “routinely published” documents

there should be no real disruptionWe are already making these availableHowever – may be a need to print off copies

which are only web-based – some hidden costs here

Freedom of Information

Training RequirementsThree phase training programme

1st phase by Summer 2004 – Heads of Resource Centres Forum, IS Committee, Planning & Resources Committee;

2nd phase by Summer 2004 – DP Reps training 3rd phase by December 2004 – Full scale staff

training (6/8 sessions offered - variety of dates, times, locations)

Freedom of Information

Intranet Announcement at the end of February 2004

Article in Library Newsletter on FOI Lots of FOI information including the FOI Policy

on the new web pages Main pointers of Act circulated to DP Reps by

end February – for cascading within schools/departments

JISC Records Management Project

Project ran between 1st May and 31st October 2004

Joint project UWB and NEWI Looked at the requirements of both HR

departments and sample departments with regard to retention of HR records

Final Report submitted to JISC

JISC Project

Key Conclusions The project team has challenged some of

the retention periods within the JISC Study of the Records Lifecycle (SRL) and suggested that the JISC revisit many of the proposed timescales.

The terminology of the SRL is unclear in places and should be clarified

JISC Project – Key Conclusions

The SRL needs to be a continually evolving document and needs to continue to take account of newer legislation

The project team believes that the guidance issued by the Information Commissioner’s office need to be given a higher profile when redrafting the SRL.

The experiences of the two surveyed institutions suggest that records management is not as high a priority as experience suggests it should be.

JISC Project – Key Conclusions

Where no Act determining the retention period is quoted in the SRL it would be useful to know the basis for the decision

The JISC is urged to devise a set of training sessions or further documentation relating to the SRL

The project team believe that where duplicate files exist both at HR level and department level the SRL should draw to both parties attention the need to be clear about where the responsibility lies with regard to updating, storing and eventual destruction of these records.

JISC Project

What next?Full reports are on the Records Management

Service web pagesThe next step for UWB is to formulate a

Records Retention Schedule, bearing in mind the key conclusions of the project

Records Retention Schedule

Records Management is based on the principles of regular review and controlled retention or destruction of records.

To achieve this the University needs a Records Retention Schedule.

Records Retention Schedule

UWB will base its Schedule on the JISC Study of the Records Lifecycle

BUT Will bear in mind the findings of the JISC

project AND Will consult with all departments about the

retention periods stated

Records Retention Schedule

Essential for the University Records Centre

Essential to free up space in schools and departments

Will be available by Summer 2004

The future?

Records Management Training Sessions Update of Data Protection Policy ERM feasibility study Copyright training

Some final thoughts!

Staff spend as much as 10% of their time at work searching for information

An average filing cabinet requires approximately 1 square meter of space to house the cabinet and allow sufficient space to access the drawers. 1 square meter of space within urban universities costs £600 per square meter.

Some final thoughts!

In 1990 SAAB put all of their aeroplane part manuals on to a electronic records management system and saved $2 million in the first year in saved staff time.

Every 2cm thick file costs about £15 a year to store and manage and a lost file costs £250 in staff time looking for it!

Thanks for listening