The management of inactive records is an integral part of the University's recordkeeping requirements. The Records and Archives Office offers a storage solution for areas that have run out of space or have inadequate storage conditions to look after thier inactive records properly. Once records have been inactive for two years you can opt to store those records with the Records and Archives Office for the period of time they are required to be retained. Both permanent and temporary records can be submitted to the RAO office.
Using the inactive records storage service requires staff attend the first three RAO training modules and to have training in the online box submission process. To complete this training please refer to the training section of our website here, or contact Helen Walters (RAO Trainer) for more information.
What happens to your records?
Temporary records submitted to the RAO will be kept until they are due for destruction. Once they are due a list of records will be forwarded to the department that submittted the records to seek approval for destruction. Authorisation is then sought from the Audit and FOI offices and from the Univeristy Archivist. Once authorisation has been completed the records are transferred to a secure destruction bin for confidential shredding and pulping.
Permanent (archival) records will be transferred to the University Archives collection. A transfer record will be forwarded to the department to inform them that thier records have become part of the permanent archive collection.
