HE Business Classification Scheme and Records Retention Schedule

The third iteration of the highly regarded Business Classification Scheme (BCS) and Records Retention Schedule (RRS) for Higher Education Institutions is the result of extensive consultation within the sector plus significant additional research both undertaken for JISC infoNet by Emmerson Consulting.

The BCS provides a generic 'map' of the functions and activities undertaken by HEIs and with appropriate further amendment to suit local circumstance can be used to form the basis of the institution's file plan. The RRS reflects the function-based structure of the BCS and provides statutory or recommended retention periods for the records produced by each activity.

Both tools are available as a searchable database for reference purposes.

Also included are several guidance documents relating to specific aspects of record keeping. One of these is the Guidance on Archival Appraisal, an updated version of the 'Annex on Archival Selection Criteria for HEIs' that accompanied the original 1999 Study of the Records Lifecycle project. In the current compliance-driven records management climate this guidance provides a timely reminder of the importance of consideration of the longer term, historic perspective when conducting records retention and appraisal activity.

In response to concerns expressed by some practitioners in Scotland regarding the impact of the Prescription and Limitation (Scotland) Act 1973 on the retention of records JISC infoNet has commissioned specialist legal advice from Pinsent-Masons regarding this issue. A revised version of the HE Records Retention Schedule, including suggested amendments to the recommended retention period based on this legal advice is now available as a separate downloadable spreadsheet. Accompanying the amended retention schedule is a Guidance Note providing a useful summary of the main features of the Act, its implications for the retention of records and the specific interpretation of it which has informed the revised schedule during this project.