Guidance for Staff
Records and Information Management
- Records and Information Management is the process by which the University manages all the elements of records and information generated in any format or media type, from their inception/receipt through to their disposal.
- Implementing good records and information management practices:
- will ensure that the University produces and manages information that is authentic, accurate, credible and reliable
- will assist the University in complying with the Freedom of Information (Scotland) Act 2002, the General Data Protection Regulation, and the Environmental Information (Scotland) Regulations 2004
- provides evidence of people’s rights and entitlements
- providing evidence of and reasoning for decisions made
- The Records and Information Management Service (RIMS) provides advice and guidance on all aspects of managing the University's records
Consult our detailed guidance on records and information management for further information, including a range of best practice guides and SDS-run training courses.
- The University operates CCTV and similar equipment to monitor safety and security, and may monitor telecommunications, data communications, and other communications as permitted by the relevant legislation and University regulations.
- The University's IT Services undertake monitoring of IT systems and services according to its regulations and policies.
- A brief summary of the legislative framework for monitoring and interception of communications is available in our A to Z guide.
Freedom of Information
- The Freedom of Information (Scotland) Act 2002 (FOISA) and the Environmental Information (Scotland) Regulations 2004 (EIRs) provide a general right of access to most of the recorded information that is held by the University. The information may be about its activities, decisions, priorities, plans, etc. The acts set out a number of exemptions/exceptions to this right of access.
- An information request may be sent to any member of staff of the University -- it is important that any request is acted upon immediately. Consult the Quick Link guidance on Handling general information requests - FOISA for further information.
- The Scottish Information Commissioner is the official regulator set up to monitor and enforce FOISA. She provides guidance to organisations and individuals, rules on eligible complaints and appeals, and takes action when the law is broken. The Scottish Information Commissioner has powers to order compliance and prosecution.
- The University's Publication Scheme lists the main categories of information published by the University. If you are seeking access to information, you may initially wish to search the Scheme.
- There is separate, but broadly similar, legislation that cover access to information in England, Wales and Northern Ireland.
Good practice guides
- Handling requests for Personal Data - DPA
- Handling general information requests - FOISA
- Handling requests for environmental information - EIRs
- Handling Police requests for information about students/staff
- Handling emergency requests for information about students/staff
- Email Management and other Records Management Good Practice Guides