The following message is about records management and archival 
policy. It raises some of the issues also discussed at the JISC 
Information Strategies Conference in London on 10th February. It 
was sent to the AUA-forum list. Please reply to David Tranter.


________________ Forward Header ______________________
Subject: For moderation - Archiving of student documentation 
Author:  "Tranter  David" <[log in to unmask]> at smtpgate
Date:    14/02/00 11:13


Dear colleagues,

I have the task of dealing with an issue which many others may also be
grappling with - the archiving of student records relating to academic
performance, by the university - how, how long, in what format, by whom?
etc, etc.

Please will you spare me a few minutes to respond to the questions below. In
return I will send an analysis of the responses to all those respondents who
request one.

You will probably find is best to open up this message to full screen NOW
to make it easier to go through.

1.  Do you have any form of polic/y/ies relating to
storage/disposal/archiving of student documentation?  YES/No

If yes please could you send copies to me via whatever appropriate
means email/post/fax

2.  What paper-based records related to student academic student records
does your university store, for how  long and by whom  (eg faculty, dept,
registry, course leaders etc) :-

Yes/No     +     Time retained   +     By whom?

Individual student files?

Marked examination scripts?

Exam. board minutes inc. results lists?

Printed transcripts

Academic Board minutes        

Course documentation, 
eg course structures, module
content, assessment strategy

Any others?



3.  Is your records storage truly an archive system, with effective storage
and retrieval or is it more a case of being dumped somwhere? (Anonymous
reporting - I promise!)


4.  Have you ever examined the cost of the operation, pehaps based on a
space occupancy basis? Is so what is it estimated to cost?


5.  Do you have any documents stored electronically eg on microfiche or PC
based via electronic scanning? If so, how is this organised, with what
medium and at what cost?


6.  How frequently do you need to access information which is more than ten
years old? Please give an estimate of the number of times per year.


7.  Are you changing/have you changed any of your systems to cope with the
1998 Data Protection Act and if so how?


8.  Do you have an official university archivist? If Yes, what if any
function do they have in relationto student academic records?


9.  Any other info. you think would be of use most gratefully received

10.   And finally........... would you like some feedback on what this
survey throws up?    Yes/No

Many thanks for your help, look forward to receiving your response

David

David Tranter
Registry Projects Manager
The Nottingham Trent University
Burton Street, Nottingham NG1 4BU

Tel 0115 848 2849
Fax 0115 948 6063
email [log in to unmask]



------- End of forwarded message -------

- - - - - - - - - - - - - - - - - - 
Amber Thomas, Assistant Information Strategies Co-ordinator
Joint Information Systems Committee
C35 Cherry Tree Buildings
The University of Nottingham
Nottingham NG7 2RD
tel: +44(0)115 8466054 /fax: +44(0)115 9514791
[log in to unmask]
- - - - - - - - - - - - - - - - - -


%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%