Records Management as a tool
Records management is the tool that allows us to ensure we keep to the
rules of Data Protection, Freedom of Information and Environmental
Information Regulations. It can also make our lives easier by ensuring we
can find the right file (paper or electronic) at the right time, keep
information safe and secure, and share information easily with colleagues.
Good record keeping helps the University reduce costs as resources aren't
wasted on storing unwanted records. It also ensures information and records
are not duplicated needlessly, which not only provides cost savings, but
also maintains version control and accuracy. Finally, good records
management ensures that historically significant records are preserved for
Electronic student files
The University holds all sorts of information about students from contact
details to information about their academic progress.
In the past we held much of this information on paper, which took up large
amounts of room. Much of the information we have starts life in electronic
form so a lot of time, money and effort is spent printing out and filing.
Information often needs to be duplicated so different areas of the
University that need it can access the same information.
Paper records have other drawbacks, too. Only one person or department can
look at a student record at one time. Paper can be easily damaged,
destroyed, lost or misfiled.
The Governance Office has been working with MIS (Management Information
Systems) and colleagues in Registry to produce an Electronic Student File
(ESF). This has started to bring together in one place all the information
we hold about students. It is also making life easier by including
“workflow” functions that means the system alerts people when actions need
to be taken on documents. ESF is secure, but also allows authorised staff to
have access from outside the University.
The ESF builds on work that began with the Electronic Applicant File (EAF)
in Admissions. Work continues on both parts of the project. If you need to
use ESF or have any problems with your access to ESF please
contact the Governance Office.
Further information (external links)