Storage and disposal
Records which are no longer required on a day-to-day basis but which may be needed occasionally, or which must be retained for financial or legal reasons, can be stored in the University's Records Centre.
The Centre is situated in specially adapted and secure premises on the University campus. Records are stored in standard-sized boxes on high-density mobile shelving, for the appropriate time according to the Records Retention Schedule.
We will not accept records which are already past their destruction date - you should only send in material that you know needs to be retained. If you need advice on the retention periods of the records you are planning to store, please contact us. We will only accept records in standard-sized boxes which are supplied on request and we will only accept records after a transfer request, with a completed transfer list, has been submitted on the database.
Records in the Centre are given a review date based on the Records Retention Schedule. When this date is reached, we will contact the department responsible for the records to request a decision on whether the records can be destroyed or whether they should be retained for longer.
Records in the Centre are still owned by, and remain the responsibility of, the department which deposited them (irrespective of which member of staff deposited them).
Please note: If you have research data that you wish to store, please contact us directly, copying the Research Data Management team at firstname.lastname@example.org, as these records may need to come in under a different process with an entry on the Research Data Catalogue rather than a records transfer list.
Database instructions for Records Liaison Officers: How to make a transfer request for storage or confidential destruction, complete a transfer list for records for storage, request to borrow or return records and (for RLOs with review rights) how to review records.
Database instructions for non-Records Liaison Officers: How to make a transfer request for storage and confidential destruction and fill in the accompanying transfer list for records for storage. Available for any member of staff in an area with an RLO.
If there is not an RLO in your area or you need any other assistance then please contact the Records Management team.
Access or withdraw files from the Records Centre.
Arrange for collection, and confidential destruction of sensitive documents.