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Records and Data Retention Schedule

Records and Data Retention Schedule

The university Records and Data Retention Schedule is a list of specific categories of records and how long they should be retained.

The Schedule covers records used for business, research and administrative purposes and helps promote consistent practice by ensuring records are kept for the same amount of time, no matter where in the university they are held.  

Why is using the Schedule important?

King's has legal and regulatory obligations to dispose of certain records after a set period of time. Effective records and data retention policies help underscore compliance with the General Data Protection Regulation (GDPR) and the Freedom of Information Act 2000. 

Data storage is also a significant cost for King's. Paper files take up valuable office space while excessive electronic data impacts on network performance. 

The Schedule also identifes vital and historically important records, which are suitable for transfer to Archives Services

Access to retention schedules

The Records and Data Retention Schedule covers both paper and electronic records - the format is irrelevant when deciding whether or not a record should be retained.

We've also produced targeted advice; follow links on the left-hand side of the page to view individual retention schedules by record type.

For further queries or support, please do contact us.

Consultation now open!

During 2019-20 we’re carrying out a comprehensive review and update of the Records and Data Retention Schedule. To ensure the schedule is of practical use to university staff and reflects ways of working, we would welcome your feedback. This might include:

  • New entries, particularly where new records or systems have been introduced in your area
  • Updates to existing entries
  • Changes to terminology
  • Comments on ease of use and suggestions for improvement

This is an opportunity for staff in all areas of the university to contribute to the review, we’d really like to hear your thoughts. Please send us your comments via email.

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