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Records Retention Schedule

Records Retention Schedule

The Records Retention Schedule is a list of records managed and retained as part of business, research and academic activities at King's. The schedule covers records in both paper and digital format 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.  

Retention rules for all records have been set according to legal, regulatory and business requirements for record keeping. The retention schedule also identifes vital and historically important records which help preserve King's institutional memory and are suitable for transfer to King's College London Archives.  

Access to retention schedules

The retention schedule is available to view as a complete document or in individual sections. Further information on the contents of each section and supplementary guidance, where available, is detailed below.

Records Retention Schedule

The complete university Records Retention Schedule comprising of all sections as detailed below.

Section A: Student Records

This section on Student Records provides guidance on retention of core academic records. Contents include:

  • Student recruitment
  • Unsuccessful applications
  • Successful applications
  • Student induction
  • Student progression
  • Student awards
  • Student enquiries
  • Prize administration
  • Postgraduate research
  • Personal tutors
Section B: Student Support Services

This section on Student Support Services includes:

  • Student relations
  • Counselling & Mental Health Support
  • NHS Health Centre
  • Disability support
  • Student Advice Service
  • Careers & Employability
  • King's Experience Awards
  • Student Conduct & Appeals
  • Widening Participation & Student Success
Section C: Teaching & Assessment

This section on Teaching & Assessment includes:

  • Academic governance
  • Programme administration
  • Teaching materials
  • Programme review
  • Curriculum development
  • Assessment
  • Examination adminstration
  • Timetabling services
Section D: Research

This section on Research includes:

  • Research governance
  • Quality management
  • Performance and business management
  • Research Excellence Framework
  • Pre-award administration
  • Post-award administration
  • Research ethics
  • Research data 
  • Health research and clinical trials
  • Research involving animals
  • Research misconduct

Please note that supplementary guidance on retention of research data has been produced by the Research Governance Office. Advice on storage and management of research data is available from Libraries & Collections.

Section E: Finance

This section on Finance includes:

  • Financial governance and planning
  • Performance management
  • Payroll & Pensions
  • Financial accounting
  • Funding and investment management
  • Asset management
  • Tax management
  • Cash management
  • Insurance
  • Student finance and tuition fees
Section F: Governance

This section on Governance includes:

  • College Secretariat
  • President & Principal's Office
  • College Council and subcommittees
  • Academic Board and subcommittees
  • Executive committees
  • Faculty committees
  • Information compliance
  • Legal services
  • Governance services
  • Records management
  • Risk management
  • Internal audit

Please note that key corporate documents are available to view on our external web pages. University policies, procedures and regulations are published on Governance Zone.

Section G: Human Resources

This section on Human Resources includes:

  • Recruitment
  • Contract management
  • Training and development
  • Performance management
  • Renumeration and reward
  • Academic promotions
  • Welfare and wellbeing
  • Industrial relations
  • Equality, Diversity & Inclusion
  • King's Search
  • Line managers

Please note that advice on managing your personal staff record is available on HR internal pages.

Section H: Health & Safety

This section on Health & Safety includes:

  • Risk assessments
  • Hazard control - Display Screen Equipment, Hazardous substances, Ionising radiation and Non-Ionising radiation
  • Accident management
  • Fire safety
  • First aid
  • Inspections and audits
  • Training
  • Legal notifications, registrations and returns - Environment Agency, Health & Safety Exeutive, Home Office, UK Nuclear Safeguards
Section I: Estates & Facilities

This section on Estates & Facilities includes:

  • Tenders
  • Suppliers
  • Equipment and premises maintenance
  • Estate management
  • Property management
  • Sustainability
  • Security
  • Risk assessments
  • Hazard control - Noise, Lead, Asbestos, Legionella
  • Waste management
  • King's Residences
  • King's Sport
  • King's Venues
Section J: External Relations

This section on External Relations includes:

  • Media relations
  • HE/FE sector relations
  • Government relations
  • Community relations
  • Fundraising & Supporter Development
  • Brand & Marketing
  • King's Professional & Executive Development
  • Global Engagement
Section K: IT Services

This section on IT Services includes:

  • IT policies
  • Systems operations management
  • Systems security management
  • Office 365 and homedrive data
  • Project management
  • Supplier contract management
  • IT risk management
  • IT training

Please note that advice on securely managing and storing your data is available from IT Services.

Section L: Libraries & Collections

This section on Libraries & Collections includes:

  • Library operations
  • Library membership
  • Library project management
  • Archives & Special Collections
  • Objects and works of art
  • Copyright administration

Additional support

The Records Management team are here to help with your retention queries. For further advice or support, please do contact us.

 

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