Procedures to Access the Records Centre

Transfer of records to the Records Centre

Before transferring records to the University Records Centre check with the University's Records Retention Schedule to see if your records can be destroyed immediately. If you are unsure contact Lynette Williams extension: 8530 / 3276 or l.d.williams@bangor.ac.uk. The University Records Centre has limited space and it is therefore vital that only those records that need to be retained are transferred.

To transfer records to the University Records Centre the following procedure applies:

  • Departments depositing records MUST contact Lynette Williams well in advance before transferring any records to the Records Centre.
  • Box up the records using a standard archival box. The box to use is the Lyreco Impega Transfer File Code: 723.122. Records must be in these boxes for safe storage and for health and safety reasons. * Do not overfill the boxes or they will be returned.
  • Records filed in lever arch files or ring binders do not fit into these standard archival boxes - please put their contents into labelled envelopes before boxing.
  • A description of the type of records and the year of last action on file should be written on the box along with a box number.
  • It is your responsibility to keep a list of what is in each box being transferred. The University Records Centre staff will not look inside the boxes to check contents.
  • Services and departments can record details to file level.
  • Contact Lynette Williams to arrange transfer.

Records will only be received at the University Records Centre when they are filled correctly and in accordance with these procedures.

Retrieving records from the University Records Centre

Records stored in the University Records Centre will be semi-active and consequently will only need to be consulted occasionally by services or departments. However the procedure below should be followed if you wish to retrieve a record from the University Records Centre:

  • Contact Lynette Williams, giving as much notice as possible.
  • If you are authorised to collect records from the Records Centre send a written request to l.d.williams@bangor.ac.uk to arrange a suitable date and time to collect your record.  In cases of emergency at weekends please contact a member of security at the Porter’s Lodge who can arrange access and you must inform Lynette Williams in normal working hours.  The authorised member of staff should send the request in the normal way but stating the reason why access was requested out of hours and what records were retrieved.
  • If you are not currently authorised to collect records from the Records Centre Lynette Williams will give you your service or departmental contact who can arrange authorisation if appropriate.

Any records retrieved from the Records Centre will be loaned for a period of one month in the first instance after which period a reminder will be sent. If the record isn't returned after another month a further reminder will be sent. If the record has still not been returned after three months Lynette Williams will contact the nominated person within the department to enquire whether an extension to this loan period is required or whether the record has become active. It is envisaged that records will normally be returned within the first month.

Once a year Lynette Williams will send a list of all boxes currently retained in the Records Centre and any records currently booked out from the Records Centre to the nominated person within each department.

Returning records to the Records Centre

Once the record is no longer needed by the department it should be returned to the Record Centre as soon as possible. The following procedure should be followed to return a record:

If you are a person authorised to collect and return records from the Records Centre send a written request to l.d.williams@bangor.ac.uk to arrange a suitable date and time to return your record.

Retrieving records from the Records Centre in cases of emergency or out of normal working hours

  • A list of staff authorised to gain access to the University Records Centre will be held in the Security Lodge, Main Arts Building. The key to access the Records Centre can be picked up from there.
  • Security staff will check the name of the member of staff requesting access to the Records Centre against the list of staff authorised before issuing the key.
  • The key allocation form will need to be completed by the member of staff and by the member of security staff who issues or accepts the return of the key to the Records Centre.
  • Members of staff requesting access to the Records Centre will need to provide verification of identification to the security staff e.g. staff library card.
  • The authorised member of staff should send the request in the normal way but stating the reason why access was requested in emergency or out of hours and what records were retrieved.
  • All individuals gaining access to the Records Centre are required to sign the key authorisation form even if they are attending with another person who has been issued with the key. Taking a member of staff who is unauthorised into the Records Centre is a breach of procedure.
  • The key to the Record Centre must be returned immediately after use. It is envisaged that authorised staff will not need to be in the Records Centre for more than 45 minutes – For health and safety purposes security staff will check if the key is not returned after this time.
  • Staff may be escorted by Security staff to the Records Centre from time to time.
  • The Security Supervisor on duty has the overall authority to allow/disallow access to the University Records Centre.

Records Centre Administration

The day to day management of the University Records Centre is the responsibility of the Compliance and Records Manager whose contact details are:

Lynette Williams

Compliance and Records Manager

Governance Services

Penbre

Extension: 8530

E-mail: l.d.williams@bangor.ac.uk