Records Retention Schedule: Governance and Management Introduction 1. Structure & Management 2. Financial Resources 3. Human Resources 4. Physical Resources 5. Information Services 6. Student Administration & Support 7. Learning & Teaching 8. Research & Development 9. External Relations Governance & Management: Audit Decision-making and management Legal and Policy Framework Planning and strategy Campuses in Asia Audit Audit Files Audit Investigations Audit Reports Retain until maximum of: Completion of next audit of the topic; 3, unless sound reasons for retaining longer Internal Audit Service 3 after completion of investigation, unless sound reasons for retaining longer Internal Audit Service Internal Audit Service Decision-making and management Academic Boards End of the current academic year + 6 Ad hoc working groups not reporting to a University committee Ad hoc working groups reporting to a University committee Academic Services Division For the lifetime of the working group Secretary to the working group For the retention period of the Committee the group reports to. Committee Secretary 1
Audit Committee Boards of Studies (faculties) Careers Advisory Board Committee for Special Appointments transferred to University Consultative Committee for Support Staff transferred to University Council Council declaration of interests forms End of the current academic year + 10 Court RIS e-learning/e-knowledge Committee Retained by IS for 15 then transferred to University Environment Committee 2
Equalities and Diversity Committee Ethics Committee Finance Committee Honorary Degrees Sifting Committee Finance Information Services Strategy Board Retained by IS for 15 then transferred to University Joint Consultative Committee Learning and Teaching Committee Management Board Military Education Committee Nominations Committee transferred to Special Collections 3
Postgraduate Strategy Committee then transferred to Special Collections Promotions Committee transferred to University Remuneration Committee transferred to University Research Committee then transferred to Special Collections Salary Review Committees transferred to University Safety Committee Retained by Safety Office for 15 then transferred to University Senate Space Management Committee Retained by Estates for 15 then transferred to University Staff Equality and Diversity Advisory Group transferred to University Statutory Safety Committee Retained by Safety Office for 15 then transferred to University 4
Strategy and Planning Committee Strategy Groups Student Affairs Committee Current academic year + 6 Secretary to group Transnational Education Committee Student Equality and Diversity Advisory Group End of the current academic year + 15 SSC Student Support Funds Committee End of the current academic year + 15 SSC Unit Level Committees End of the current academic year + 6 Unit servicing the Committee Corporate Records Calendar, copy for permanent retention sent to University on publication Charter and Statutes Amended versions retained by Registrar s Office for 15 from amendment; copy for permanent retention sent to University on publication 5
University Regulations Amended versions retained by Registrar s Office for 15 from amendment; copy for permanent retention sent to University on publication Legal and Insurance Records Copyright registrations Environmental Studies Insurance claims/ applications Insurance disbursements and denials Insurance contracts and policies (Directors and Officers, General Liability, Property, Workers Compensation) Patents, patent applications, supporting documents Real estate documents (including loan, mortgage contracts, deeds) Stock and bond records Trademark registrations, evidence of documents Warranties Contracts Duration of warranty + 7 if current (7 if expired) Legal Affairs Management Records documenting the development and establishment of the university s policies on legal affairs and the acquisition/provision of legal services Records documenting the provision of legal support and representation for the university in dealing with claims by or against the university which do not proceed to litigation or settlement by agreement 5 Settlement of claim + 6 or withdrawal of claim + 6 6
Records documenting litigation between the university and third parties where legal precedents are set Records documenting litigation between the university and third parties which does not set legal precedents Records documenting legal support for the negotiation, establishment and review of contracts and agreements between institution and third parties; agreements and contracts under seal Records documenting legal support for the negotiation establishment and review of contracts and agreements between institution and third parties; other contracts and agreements Life of the institution Settlement of case + 6 Termination of contract + 12 Termination of contract + 6 7