Information & Records Policies & Procedures

Records created in the course of University business belong to the University, rather than the individuals that create or use them. However, everyone within the University has defined and shared responsibilities for managing records. This policy defines a structure for the management of the University's records.

This policy sets out the retention period necessary for examination scripts and marked course work.

The University's Policy on Management of Student Files and Records aims to reduce duplication, increase efficiency and ensure compliance with the Data Protection Act. Best practice in file maintenance and storage are outlined.

This policy outlines the procedure for responding to requests for the academic transcripts and certifications of former students, whether by the students themselves or third parties. The policy complies with data protection requirements.

Records Management is primarily concerned with the storage of semi-current and non-current files which are no longer added and referred to on a daily basis. All requests for the retrieval of records should be made using this form, indicating the urgency of the request.

The University Records Management Service can help you release valuable office space by transferring records that are not updated or referred to frequently. You can do this safe secure in the knowledge that your records, if accepted, will be catalogued on our database for easy retrieval. All transfer requests should be submitted on this form.

A member of staff wishing to see the personal information that Heriot-Watt University holds about them can submit a request on this form. The completed form together with proof of identity and a statutory fee must be submitted to the Human Resources Manager.

Heriot-Watt's Archive, Records Management and Museum Service (ARMMS) collects objects, works of art and archives in all formats including electronic and digital media in accordance with certain criteria. In some circumstances it is necessary for the ARMMS service to dispose of or transfer certain items from its collection. The procedures and authority for acquisition and disposal activities are outlined in detail in this policy.

The University needs to obtain and process certain information about its students to allow it to register students and organise courses as well as other activities. This information is collected and used fairly, stored safely and not disclosed to any other person unlawfully. If you have any questions about our Data Protection procedures, please consult our policy.