Managing your records image

Everyone who works with records has a responsibility towards their maintenance and security.

Use the tabs below to find out more on how to effectively manage your records

Managing Your Records Tabs

Weeding Files

There are steps that everyone can take with their own files to reduce them in volume to make them more manageable. This tab contains specific details about what can be weeded from your files, both paper and electronic.

This guidance should be read in conjunction with the Retention schedule ‌ [pdf]

Always discard sensitive/personal material using confidential disposal.

For information on the onsite shredding schedule, contact: Graham Watson, Support Services, Estates Division g.watson@imperial.ac.uk . ACRU and Support services work in conjunction to provide a cost effective system.


File Weeding Guidance: Weeding Files image

 

Routine correspondence

  • Discard covering letters, meeting announcements, catering arrangements, routine requests for general information, and similar documents.

Memos

  • Retain those concerning policies and procedures. Discard those concerning routine matters, such as holidays, vacation schedules and similar.

Routine administrative records

  • Discard Purchase Orders, travel vouchers, requests for building services and maintenance, time sheets, applications for leave, training files, and similar documents.

Committee papers

  • Discard multiple copies - the committee secretary or section representative should only keep the official copy. Any kept by staff for personal reference should be discarded annually.

Miscellaneous

  • Discard multiple copies of documents or photographs, supply and vendor catalogues, envelopes (unless usefully annotated), promotional materials, obsolete equipment manuals and warranties.

Retain only that which is essential to the business of your position/department/College.