∂ Identifying and Managing Duplicate Records What are duplicate records? Why do we need them and where are they kept? Why are duplicate records risky business? How do we manage duplication to manage risk? How do we reduce the need to duplicate documents?

∂ What are duplicate records? Duplicate records quite simply replicate master records held elsewhere Transitory in nature Not an official record Used for discrete, short-term purpose Circulated in meetings or by Not significantly altered or annotated Not created by the University and used for reference only

∂ Why do we need them and where are they kept? To be an effective institution we need to circulate information –Know what decisions are made –Know why decisions were taken Duplicates are held for many reasons and different time periods e.g. –Back-up copies –Auditing purposes –Related but independent functions Information may also be held for reference or personal need –Future research or planning on related topic –Log of action on areas of work –Just-in-case or cover-your-back work cultures Usually kept near desk or where most accessible

∂ Why are duplicate records risky business? FOI requests/legal action –University needs to know what is held and where Information security/DPA risks e.g. tampering, unauthorised access, ill-advised release Circulating, editing or acting on out-of-date information e.g. version control, attachments Increased physical and electronic storage costs –Clutter, redundant information, H&S, capital costs More information equals more difficulty finding all of the information needed –Can confuse what is the correct or latest version Location of master and duplicate records should be known or discoverable –Do not keep just because you think no one else will

∂ How do we manage duplication to manage risk? Know who holds the official/master records –Do not keep duplicates longer than masters –Do not transfer duplicates to inactive storage Choose either paper or electronic to file master copies –Hybrid filing systems can cause confusion over time Use duplicates for specific purposes –Destroy when purpose ends/use ceases –Do not maintain ‘local archives’ of information you did not create What about intra-university correspondence (e.g. , memos, etc.) –Recipient and sender keep for relevant purposes –Master record is whichever needs longer retention

∂ How do we reduce the need to duplicate documents? Use the University Records Retention Schedule –Know which retention periods apply to records you hold –Weed your files of unnecessary out-of-date information Use shared storage areas for electronic and paper files –Shared departmental or function folder on s: drive –Makes information easier to find and avoids duplication Use document naming conventions to convey contents accurately –See Records Management Manual Use draft and version control –See Records Management Manual Minimise circulation to only those appropriate –Delete you are copied into if not needed –Provide links to attachments where possible