Records management

Contacts

Records management is the corporate and professional function of managing records to:

  • meet the University's needs
  • promote business efficiency
  • provide legal and financial accountability

Research outputs are an important record of the University's research activities, and so are included here.

With good records management, it is easier to meet legal and compliance requirements, eg Data Protection Act, Freedom of Information Act and research funder policies.

Records Management Policy

The Records Management Policy is the overarching policy which explains how the University ensures good management of its records in all formats (physical and electronic).

Everyone who creates, receives or maintains University records needs to be aware of this policy to ensure that:

  • University records are fit for purpose
  • the right information is created and kept for as long as it is needed (but no longer!)
  • information is held in a form and manner that helps people access it
  • information is stored, used and protected in accordance with the many requirements of its creators, users, the University, the law and regulatory bodies
  • cost effectiveness is maintained (in terms of the time spent looking for information, storage and maintenance).

The archives created by the University over its entire history are stored in the University Archive. The archives chart the origins and development of the University, recording its principal activities, functions and decisions.

How do I know what to do?

The Records Management guidance for staff provides a wide range of practical information to help you manage University records effectively. It includes guides to specific aspects of records management and links to training information.

Protecting information in your role is continually developed to provide more tailored guidance for your role and a variety of activities you may wish to undertake.

All records management policies and associated guidance are listed on the Information Policy index.

Managing your research outputs

Research outputs are an important record of the University's research activities and so need to be managed effectively.

This is also essential to make sure the University meets research funder requirements for providing public access to all products of funded research.

Publication of research

The Policy on the Publication of Research applies to all published research outputs created by:

  • employees of University of York, where publication is an expectation of their employment
  • postgraduate research students in the course of their studies, including submission of Doctoral and Masters by Research theses

It provides direction on the publication process, from preparing publications through to facilitating access (including open access).

‌Policy on the Publication of Research with Guidance provides information on the rationale and detailed guidance for each policy item.

Research data

The Research Data Management Policy applies to all University members engaged in research (including staff and research students). It also applies to anyone conducting research on behalf of the University. It covers all research, irrespective of funding.

Good research data management enables the University and its researchers to meet the standards and responsibilities set out in the University's Code of Practice on Research Integrity. It also helps us to meet funder, ethical, legal and other responsibilities.

It also ensures that research data is:

  • accurate
  • complete
  • authentic and reliable
  • stored securely
  • preserved where necessary
  • accessible as required

All researchers must manage their data effectively. Many research funders require an acceptable Data Management Plan before granting funding.

Research data management describes good practice in managing your research data which will benefit you, the University, fellow researchers and society.