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UCD Records Management and Freedom of Information

Aonad Bainistíochta Taifead & Saoráil Faisnéise UCD

College and School Records Retention Schedule
General Guidelines- This retention schedule relates will be reviewed periodically in light of experience and any legal or other relevant indications.
Approved May 2003

Please note In light of the General Data Protection Regulation (GDPR) this schedule is currently under review

General classes of records held
by university colleges and schools
Description of contents
Default retention period:
This is the suggested time period for which these records should be held based on legal precedence and experience elsewhere
Final disposition: After the retention period expires the records should be archived or shredded.
ADMINISTRATIVE    
College/school minutes Signed copy of minutes
of each meeting
Indefinitely Archive
College/school department meetings files (file per meeting consolidated into yearly file at end of year) Agenda, minutes, items
under correspondence, documents relating to
agenda items i.e. reports
Indefinitely Archive
College/school Executive meetings files (file per meeting consolidated into yearly file at end of year) Agenda, signed minutes,
items under
correspondence, relating
to agenda items i.e. reports
Indefinitely Archive

College/school standing Committees, Sub-Committees and Task Forces (student development, postgraduate studies, research policy, staff development, ethics, structures, promotions, etc)

Agenda, minutes, reports, list of recommended applicants Indefinitely Archive
Committees- College/school representation only Agendas, minutes etc. Hold for the current year plus one year Destroy by confidential shredding
Academic Council Recommendation from College/School to
Academic Council and
copy decisions
Hold for the current year plus one year Destroy by confidential shredding

Reports not produced by College/school

Copies only Hold for the current year Destroy by confidential shredding
Student societies Correspondence and
liaison
Hold for the current year Destroy by confidential shredding
External liaison Correspondence with accreditation bodies
and others
Indefinitely Archive
FINANCIAL      
Financial - Budgets file (originals) (file per year) Details of College/school budget documents , notes on meetings with bursar, revenue figures for college Hold for current year plus 6 years Destroy by confidential shredding
Financial - Staffing file (original) Annual details of staffing in schools, notes on duration
of contracts, lists of salary costs, details of
replacement
Hold for current year plus 6 years Destroy by confidential shredding
Financial - School costings Spreadsheet showing
school expenses
Hold for current year plus 1 year Destroy by confidential shredding
Financial - Invoices   Hold for current year plus 1 year Destroy by confidential shredding
STUDENT RECORDS      

Correspondence with external examiners

Organising appointments,
etc.
Hold for current year plus 3 years Destroy by confidential shredding
Meetings with external examiners Discussion Hold for current year plus 3 years Destroy by confidential shredding
Amendment to marks and published results   Hold for current year plus 3 years Destroy by confidential shredding

Appeals files/query/
rechecks

Copies of examination
appeals files held in Examination Appeals
Office
Hold for current year plus 3 years Destroy by confidential shredding
Examination scripts   Hold for 13 months Destroy by confidential shredding
Student files (Academic files) May contain material not held centrally, such as placement record/references, medical/sick certificates, extenuating circumstances forms etc. Hold for duration of studies plus 3 years Destroy by confidential shredding
Correspondence with students

General/mature years/disability/access/
undergraduate/
postgraduate/ Socrates/
Erasmus, etc.

Hold for duration of studies plus 3 years Destroy by confidential shredding
Postgraduate files Individual files for each student (applications, transcripts, references, letters of support from Professors, letter
nominating supervisor,
thesis proposals, etc.)
Appraise after duration of studies plus 2 years and retain on file only documents relating to academic history not held centrally Destroy by confidential shredding or Archive
Undergraduate files Request for extensions, information on courses,
leave of absence, deferral, transfer, re-entry, etc.
Hold for duration of studies plus 3 years Destroy by confidential shredding
STAFF RECORDS      
Timetables and correspondence (copies)   Hold for the current year plus one year Destroy by confidential shredding
Staff requests for research leave (copies) copies of leave of absence forms signed by the Dean Hold for the current year plus one year Destroy by confidential shredding
Staff promotion files (Admin/SL/AP) (copies) schedule, arrangements, applications, copy of list
of externs recommended
for each candidate,
decision on each
applicant - primary
record held by HR
Hold for the current year plus one year Destroy by confidential shredding
PUBLICATIONS      
Publications -Annual report/college   Hold for one year Destroy by confidential shredding
Publications - school booklet/course handbook/exam papers lecture notes - originals
kept - permanent
Hold for one year Destroy by confidential shredding
GENERAL      
General correspondence (requests for Dean to speak to societies, requests for funding, complaints, etc.) all generalised non-
specific correspondence
Hold for one year Destroy by confidential shredding

Important Note:
All of the records listed below should be organised by function. When organised in other ways they can be difficult to appraise.

Correspondence with University Officers and with administrative offices (Presidents/Registrar/Bursar/
Admissions/Fees and Grants, etc.)
concerning
appointments, students,
fees, scholarships, etc.
  Appraise any backlog and commence new records series by function
Correspondence with Principal of Schools and all staff mostly concerning
meetings of principals, including minutes
  Appraise any backlog and commence new records series by function
Vice-Principal's correspondence     Appraise any backlog and commence new records series by function

Routine correspondence with other administrative offices (President/Registrar/Bursar/
Admissions/Fees and Grants/International office, etc.)

Expenses, supplies etc   Appraise any backlog and commence new records series by function
Financial - negotiations Fees, cost of new
courses, financial
implications of new
courses, staffing, etc.
  Appraise any backlog and commence new records series by function