A consensus amongst members of Academic Registrars Council is that 3
years is a suitable cut off date for manual files. Some microfiche at
that point, some simply destroy the whole manual file and rely on the
computer archive record for factual references.
John
Deborah Webb wrote:
>
> Dear group members,
>
> I am currently considering the length of time that we keep full
> student records for post graduation and I would be grateful for
> feedback on the practice/policy of other HEIs with regard to this
> matter.
>
> The Data Protection Act provides that data should be kept no
> longer than is necessary and should not be excessive so far as the
> purpose for which it is kept is concerned. It seems that post
> graduation full student records are kept so that references may be
> written for past students. However, the demand for references
> clearly diminishes over time and, with this in mind, we are advising
> departments that full student records should be maintained for five
> years post graduation (so that a full references may be written for
> recent graduates) and that, beyond the five year period, the bulk of
> the record should be destroyed and only personal identifiers and
> assessed essay/exam marks kept so that a standard reference
> can be provided (if necessary) confirming that an individual
> attended the University of Warwick and the qualification that he/she
> achieved).
>
> It would be most helpful to know what other HEIs are doing/thinking
> of doing in this area.
>
> Many thanks,
>
> Deborah Webb
--
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* From Dr John M Gledhill
* personal email: [log in to unmask]
* Academic Registrar, Coventry University,
* Priory St. Coventry CV1 5FB, UK
* phone 024 7688 8336, fax 024 7688 8311
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