03 Committee Records Retention Schedule University of Portsmouth 2018

Transcription

1 03 Committee Records Retention Schedule University of Portsmouth 2018 Please note: For the purposes of the University of Portsmouth, end of financial = July 31st Contents 3.1. Management, Organisation and Committee Structures Board of Governors Committees Committees, Working Groups and Meetings University Level Faculty, Professional Service, Support Service Level Department, School, Team Level Programme Level Assessment Level Project Level Ad-hoc Meetings Subsidiary Company Committee and Board Meetings Committee Records Version Page 1 of 6

2 3.1. Management, Organisation and Committee Structures NB: All this information was available in the booklet entitled How the University Works and in the Preliminary Information for New Governors. Current versions of both are the University. However, as of 2016, these have been simplified and no longer cover Academic Council committee structure, nor the Faculty & Professional Services structure. BEGINS DIRECTORATE Governors' committee structure When superseded 10 s Archive Historic value Academic council and committees structure When superseded 10 s Archive Historic value Faculty and professional services structure When superseded 10 s Archive Historic value Directorate: terms of reference and reporting lines When superseded 10 s Archive Historic value Includes UEB Senior staff: list of names, positions and departments - Final versions When superseded 10 s Archive Historic value Final version is the one in force at the end of each academic. Senior staff: list of names, positions and departments - Interim versions When superseded 1 Delete In case of queries concerning previous versions 03 Committee Records Version Page 2 of 6

3 3.2. Board of Governors Committees Board minutes - authorised version Board agendas BEGINS DIRECTORATE 5 s Archive 5 s Archive Historic value will be preserved in the University Archive in perpetuity Historic value will be preserved in the University Archive in perpetuity just 5 s due to need for just 5 s due to need for Includes supporting papers and action sheets EDM system EDM system Paper/ Paper/ Non-restricted minutes are Board of Governors agendas published from 2016 Board tabled and supplementary papers 5 s Archive Historic value will be preserved in the University Archive in perpetuity just 5 s due to need for Paper/ Not published Sub-committee minutes - authorised version Sub-committee agendas 5 s Archive Historic value EDM system Paper/ 5 s Archive Historic value Includes supporting papers and action sheets EDM system Paper/ Non-restricted minutes are Board of Governors agendas published from 2016 Sub-committee Tabled and supplementary papers 5 s Archive Historic value Paper/ Not published Calendars of meetings 1 Delete JISC recommendation Includes correspondence Records of attendance 5 s Delete To monitor governor effectiveness Not published Annual reports / special editions ('in focus') 5 s Archive Historic value NB: no longer produced. Schedule remains for historic reference only Paper, in archive Available from archive 03 Committee Records Version Page 3 of 6

4 3.3. Committees, Working Groups and Meetings University Level For example: University Executive Board (UEB), Academic Council, Professional Services Forum, Strategic Planning Group (no longer active) Minutes, agendas and supporting papers of UEB BEGINS ADMINISTRATING DEPT 5 s Archive Historic value will be preserved in the University Archive in perpetuity just 5 s due to need for SHOULD BE & Paper UEB: non-restricted notes Minutes, agendas and supporting papers of Academic Council E 5 s Archive Historic value archive a paper copy As of 2016 Academic committees are electronic only EDM System all docs (unless ) intranet only Minutes, agendas and supporting papers - other 10 s Destroy Intranet only Management briefings 3 s Destroy Calendars of meetings 1 Destroy & Google Calendar intranet Constitution, terms of reference and membership Election records N/A permanent Archive Completion of next election N/A Destroy For Example: notices of elections, manifestos, completed ballot papers, correspondence etc Not applicable for UEB UEB:, but will go on to EDM Paper UEB: intranet Recorded within minutes 03 Committee Records Version Page 4 of 6

5 Faculty, Professional Service, Support Service Level For example: Faculty boards, Faculty committees, Library committee, Equality & Diversity committees BEGINS ADMINISTRATING DEPT Minutes and agendas of faculty research degree committee 10 s Review To cover the maximum length of time that may be taken by students to complete their degrees Destroy, unless the minutes and agendas refer to on-going student degrees, in which case retain and review annually thereafter Minutes and agendas - other 6 s Destroy Limitation Act 1980 Action sheets 3 s Delete Correspondence 3 s Delete Constitution and terms of reference Upon disposal of all related minutes N/A Delete Membership records Termination of membership 6 s Delete Department, School, Team Level BEGINS DEPTS Minutes and agendas 6 s Delete Limitation Act 1980 Action sheets 3 s Delete Correspondence 3 s Delete Terms of reference and membership records Closure of working group 6 s Delete 03 Committee Records Version Page 5 of 6

6 Programme Level For example: Boards of Studies, Student Staff Consultative committees, Boards of Teachers, Programme Management Groups See Retention Schedule 02 Audit Records > Programme Quality, Monitoring & Review Assessment Level For example: Unit Assessment Boards, Board of Examiners, Extenuating Circumstances See Retention Schedule 11 Student and Course Records > Assessments Project Level For example: Project Boards, Project Team Meetings, PAT Meetings See Retention Schedule 07 Project Records and manage as part of the project document set Ad-hoc Meetings Ad-hoc meetings are generally informal and, as such, unlikely to have an agenda or formally approved minutes. However, there will be circumstances when it is appropriate to maintain a record of an ad-hoc meeting having taken place. In these cases, the record of the meeting should be retained in line with the subject matter of the meeting. For example: if the meeting pertains to a staff grievance, the record of the meeting should be maintained in line with the retention period for the grievance case in question Subsidiary Company Committee and Board Meetings See Retention Schedule 10 Strategy & Governance Records > Subsidiary Company Records 03 Committee Records Version Page 6 of 6