Policy
General guidance on retention of records
Updated on 14 February 2024
How long records should be kept for is dictated by legal and business requirements.
The University uses the JISC Records Retention Management guidance as a basis for its retention policy. Outlined below are some of the key records covered in the policy and legal requirements. Records not listed below will be in the detailed guidance.
Remember that, under UK GDPR, personal data should only be kept for as long as is necessary and for the reasons that it was originally collected.
Some records, particularly ones relating to significant projects or activities, may be kept permanently in the University Archives who can advise on this.
For queries relating to records retention and data protection contact dataprotection@dundee.ac.uk.
For questions about permanent archiving contact archives@dundee.ac.uk.
General
| Type of record | How long to retain |
|---|---|
|
Records documenting key policies / procedures
|
Superseded + 5 or + 10 years depending on significance |
| Working papers | Issue of document + 1 year |
Students and Teaching
| Type of record | How long to retain |
|---|---|
| Records containing personal data on students (not SITS / core record) / applications / academic progress / assessment | End of registered relationship + 6 years |
| Core student record | Kept permanently |
| Student applications (unsuccessful) | Current academic year + 1 year |
| Student disciplinary matters / complaints | Last action on case + 6 years |
| Safeguarding / support including Prevent | Maximum 6 years from last action |
| Immigration | 6 years from last interaction relating to casework or 6 years after permanent withdrawal relating to immigration permission. |
| Award of funding / scholarships / financial aid etc to students | Current financial year + 6 years |
| Records documenting design and development of modules / programmes | Life of programme + 10 years |
| Assessment / marks / grades / feedback to students | Current academic year + 6 years |
| External examiners and boards | See Records Retention Management |
| See the guide for more information on student administration, support, welfare, recruitment and admissions, teaching and assessment, fees and financial support | |
Research
| Type of record | How long to retain |
|---|---|
| Designing research projects and applying for funding, managing research projects, records documenting the conduct of research projects | See Records Retention Management |
| Research data | Data underlying publications should be retained for 10 years from the date of any publication which fundamentally relies on the data, unless specified otherwise by the funder of the research Concordat on Open Data |
| See Records Retention Management for more information | |
Academic and Corporate Governance
| Type of record | How long to retain |
|---|---|
| Strategy and planning | See Records Retention Management |
|
Records documenting key policies / procedures
|
Superseded + 5 or + 10 years depending on significance |
| Contracts with 3rd parties |
Agreements and contracts under seal: termination + 12 years Other contracts and agreements: termination + 6 years |
| Litigation and legal | See Records Retention Management |
| Appointment and management of committees |
See Records Retention Management
|
| Risk management strategies and policies | Superseded + 5 years |
| Audit strategies and policies | Superseded + 5 years |
| Conduct and results of audits, decisions and actions | Completion of audit + 5 years |
| Records relating to equality and diversity | See Records Retention Management |
| Records relating to health and safety | See Records Retention Management |
| Records relating to environmental issues | Records Retention Management |
| See Records Retention Management for more information | |
Human Resources
| Type of record | How long to retain |
|---|---|
| Applications for vacancies |
Successful applicants: termination of employment + 6 years Unsuccessful applicants: completion of recruitment process + 1 year |
| Employee contracts and records relating to sick leave | Termination + 6 years |
| Routine assessment / reviews of performance | Superseded + 3 years |
| Grievances and disciplinary matters | Closure of case + 6 years |
| Holiday entitlement | Current year + 1 year |
| Remuneration and rewards / Payroll | Current tax year + 6 years |
| P 45s | Termination of employment + 7 years |
| Pensions: records documenting payments | Death of last known beneficiary of member + 6 years |
| See the guide for more on recruitment, induction and training, performance, welfare, industrial relations | |
Estates
| Type of record | How long to retain |
|---|---|
| Records documenting acquisition, disposal or leasing out of property | Disposal or expiry + 12 years if executed as deeds, 6 years if not |
| Records documenting property development | Demolition or disposal of property |
| Records documenting maintenance and repair |
Major: completion + 15 years Minor: completion + 5 years |
| This section also includes accommodations, facilities, copyright and IPR, equipment | |
Finance or procurement
| Type of record | How long to retain |
|---|---|
| Accounts, invoices, expenses, payments etc | Current financial year + 6 years |
| Administration of research grants | Termination + 6 years |
| Insurance policies | Expiry of policy + 6 years |
| Claims against policies | Settlement of claim + 6 years |
| Contract tendering and management | Generally end of contract + 6 years with some exceptions |
| See Records Retention Management for more information | |
External Relations
| Type of record | How long to retain |
|---|---|
| Records documenting the University’s relationship with donors | End of relationship + 6 years |
| See Records Retention Management for more on media, fundraising, alumni, marketing | |
Data Protection
dataprotection@dundee.ac.uk