Records Management Program

A good records management program is essential if we want to know what information assets (records, documents, data, etc.) we have, and to ensure that such assets are managed effectively throughout their life cycle (from creation to disposition) so that when needed, we are able to locate and retrieve the required information in a timely manner.

In addition to improved access to information, an effective records management program provides the following benefits:

• Legally, to ensure compliance with legislative and regulatory requirements, and hence minimizing risks in litigations

• Operationally, to provide accurate and reliable information for decision making, and to enhance accountability and credibility of an organization

• Financially, to reduce operating costs, and save space

• Historically, to identify and preserve records with archival / research value

Under the purview of University Archives, the Records Management Program is committed to the provision of support, guidance, resources and advocacy to assist colleagues in managing effectively records in their control, and to promote good information practice across the University.

We aim to develop and implement records management tools including a University wide records classification plan and retention schedule, records management policies, guidelines and procedures, in support of the University's activities.  We also provide advice on records management issues, such as information security, access and privacy, electronic document management, email management, etc., and offer in-house staff training on basic records management principles.