Records Management Service: Introduction for new staff

The RMS provides advice and support regarding Records Management, Data Protection and Freedom of Information, whatever your role at the University this affects you. The University holds information about you, in your role may have access to information about other, need to provide someone with information or need to now whether to throw a record away - these are all Records Management concerns. This page identifies some of the key issues of which you should be aware.

Data Protection

The University is committed to protecting individuals’ right to privacy and to ensuring that personal data is processed in accordance with the Data Protection Act. This is explained in the University’s Data Protection Policy, which briefly outlines how the University will use your personal data.

If, as part of your role, you have access to personal data please ensure that you treat it confidentially and only process it in line with the Data Protection Act and University policy. You must tell individuals what you do with their information, keep the information secure and ensure it is confidentially destroyed when you no longer require it. Remember that individuals have right to see information the University holds about them.

The University runs Data Protection Training which you are encouraged to attend (see Learning and Development).

Freedom of Information

The University is subject to the Freedom of Information Act and as such must respond to all requests for information. If you receive a non-routine request for information we must respond to it regardless of whether it mentions Freedom of Information. The University must respond to requests within 20 working days, if you receive a request you can contact the RMS for advice, the Records Manager will advise on the process and any applicable exemptions.

Records Management

Records Management is concerned with how we deal with information, it can help to ensure that accurate information is readily available, that records are kept for as long as necessary but no longer and compliance with relevant legislation. The RMS can advise on Retention Schedules and recordkeeping practices, the Information Security team can advise on adequate levels of security. 

Further information

If you have any questions about the RMS contact recordsmanagement@exeter.ac.uk