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Interesting that this as come up again. What goes around comes around. Google anyone?
The attached is now somewhat out of date but, because it deals with principles as much as practice, might still be useful in not re-inventing the wheel. It was included in the 2007 HEI Business Classification Scheme and Records Retention Schedule produced for Jisc by our former consulting practice. Declaration of interest: I wrote it. You will see that it draws on the project at Kings, mentioned by Matthew, and also work at St Andrews, as well as on my own research and on my colleague Elizabeth Parker’s extensive work in the HE sector.
http://tools.jiscinfonet.ac.uk/downloads/bcs-rrs/managing-student-records.pdf
Peter Emmerson
(formerly Director and PrincipalConsultant, Emmerson Consulting Limited)
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Kirsten Hylan
Sent: 15 February 2018 10:31
To: [log in to unmask]
Subject: Re: Core student record - retention
Hi Matthew and Mark.
I’m one month into my role at SGUL and am also new to higher education. Determining how to manage the student records and also the relationship with the Trust and records produced from work carried out by the two bodies is preoccupying my time at the moment.
I’m interested in hearing about what information other HEI’s are maintaining and on what basis as at the moment I have lots of questions and a few answers.
It is great that this discussion has kicked off.
Regards,
Kirsten
Kirsten Hylan
Records Manager
Governance, Legal & Assurance Services
St. Geroge’s University London
Cranmer Terrace, SW17 0RE
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Matthew Stephenson
Sent: 15 February 2018 10:12
To: [log in to unmask]
Subject: Re: Core student record - retention
Dear Mark,
Welcome to the heady world of higher education.
I remember many moons ago KCL undertook a JISC funded project on this very subject but it was a long time ago (probably the early 2000s).
I am new to the University of Bradford and we are tackling this issue too and so I don’t have any real answers. I think it will be hard to come up with a definition of core student record … our student information system feeds into/is fed into by 32 separate systems so working out what’s core and what’s not is a difficult question to answer.
In terms of legal basis, we will probably be using performance of a contract for most student data processing (certainly in terms of core stuff) although performance of a task carried out in the public interest or in the exercise of official authority vested in the controller is another option. We will probably be relying on consent for the optional extras that the student chooses to engage with (careers advice for example).
It’s all a bit up in the air at the minute but I am sure that in the next … erm 99 days (eek only double digits now), things will become clearer.
Regards
Matthew Stephenson | ||
Risk and Compliance Manager | ||
Legal and Governance | ||
| +44 (0) 1274 233021 | |
| | |
From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Camilletti, Mark
Sent: 14 February 2018 13:36
To: [log in to unmask]
Subject: Core student record - retention
Dear All
By way of introduction I have recently started in post as the University Records Management Advisor at the University of Warwick and am currently considering with colleagues the personal data that the University retains about students in the core student record (as opposed to personal data that has a defined disposal period).
In being new to records management in a University setting I would be interested to understand which core information is retained by other Universities about students and the basis for their approach (e.g. the lawful basis for a University retaining certain personal data in respect of GDPR and separately whether there is legislation that makes provision for retaining specific student information by a University.
Many thanks
Kind regards,
Mark Camilletti
University Records Management Advisor
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To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK For any technical queries re JISC please email [log in to unmask] For any content based queries, please email [log in to unmask]
