Without institution-wide records management procedures, each College, School, Department or Unit of the University would continue to follow their own practices. Whilst each set of practices may seem to be based upon a common sense approach, an uncoordinated approach to managing the University's records could lead to:
☛ Failure to comply with legislation
☛ Risks to institutional accountability
☛ Inefficient use of staff time
☛ Poorly informed decision-making
☛ Loss of institutional memory
By following the procedures and guidelines issued centrally, the benefits likely to be achieved include the following:
☛ Needed documents and information can be easily accessible:
A standard method of describing and arranging records across the University will assist in document and information identification and retrieval for purposes from audits and legislative compliance, to reuse of management information.
☛ Reduced need for excessive equipment for storing records:
An appropriate Retention and Disposal Schedule will set out standard time periods for which University records should be retained. By destroying records no longer required, the need for equipment for the storage of paper or electronic records is reduced.
☛ The University's cultural history is safeguarded:
The Retention and Disposal schedules also enable vital records required for longer time periods, and those of archival value, to be identified and safeguarded.
☛ Increased productivity and reduced time spent searching for needed documents:
Administrative and clerical staff spend a significant amount of their time searching for information or documents created within their own office or elsewhere within the University and a clear set of RM procedures will improve the efficiency of that process.
Accountability throughout the Records Life Cycle:
Records testify to the authority behind the decision making processes of the University and provide audit trails when both internal and external audits are required.
