The revised policy of the Archives and Records Management Policy was approved by the University Finance and General Purposes Committee on October 29, 2012. The Policy, originally approved in January 1994, was revised to take into account the changes which have taken place in the archival field and in the University itself during the intervening period.
Under the Policy, all records created by the University or received by it during the conduct of its affairs are the property of the University. They should only be disposed of in accordance with an approved records retention and disposition authority (RRDA). A RRDA establishes a timetable for the lifecycle of records from creation to final disposition.
The Policy states that messages in electronic format (e-mail) should be managed in conformity with the University Electronic Mail and Messaging Services Policy and Procedures. To assist departments and other units of the University in managing their emails, the Archives has produced guidelines. (See Link below)
The mandate of the Archives is acquire university records and it has been doing this since its establishment. However for the revised Policy made provision for the University Archives to accept records categorized as “University Related Records”. These consist chiefly of
- Personal and research papers of members of the academic and senior administrative staff
- Archival records of staff and student association associations and societies
The authority the University Archives now has to acquire these unofficial university materials will allow the institution to collect and maintain a more comprehensive collection on the University itself and the activities of its staff and students.
Policies & Guidelines
Below are some of the Policies and Guidelines governing the Archives & Records Management Programme: