Update – DP Reps February 2004

University Records Centre Location  Top Floor, Main Arts Tower Capacity  Approximately 4,000 standard archival boxes Current situation  Some Finance, Academic Registry and Human Resources Records stored

University Records Centre Timetable  16 th February – 1 st phase clearing  23 rd February – 1 st phase shelving  1 st March – 2 nd phase clearing  8 th March – 2 nd phase shelving  15 th March – RM Service take over management of Records Centre  April - Grand opening!

University Records Centre Purpose  The 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 Registry  Will 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 Documentation  Confidential Destruction Policy  Records Centre Procedures  Records Centre authorisation form More information:  Records Management Service webpages

Records Management Service Web pages New bilingual web pages launched:   dex.php dex.php Incorporating information on:  Records Management  Data Protection  Freedom of Information  Copyright

RM Service Web Pages We would welcome your comments!  Layout  Ease of use  Navigation bars  Information contained  Glaring omissions!

Freedom of Information Statutory Requirements under the Freedom of Information Act 2000  Publication Scheme in place by 29 th February 2004  Ability to handle requests in place by 1 st January 2005

Freedom of Information Publication Scheme  English and Welsh versions already on the new web site  Incorporating as much as possible, but  A continually evolving document  Documents that UWB will “routinely” publish  Hard 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 disruption  We are already making these available  However – may be a need to print off copies which are only web-based – some hidden costs here

Freedom of Information Training Requirements  Three phase training programme 1 st phase by Summer 2004 – Heads of Resource Centres Forum, IS Committee, Planning & Resources Committee; 2 nd phase by Summer 2004 – DP Reps training 3 rd 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 1 st May and 31 st 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 pages  The 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