Records retention schedule

Introduction to the schedule

The records retention schedule governs the handling of public records at Stockholm University and applies to the entire organisation. It is a tool for creating uniform and appropriate procedures for records management. Uniform procedures are needed to comply with legislation that requires us to keep our public records in order and to facilitate searchability.

The records retention schedule is divided into six main business processes. Process 5 pertaining to research information is available in English, the other processes are only available in Swedish.

The records retention schedule is a living record that is regularly updated.

Informationshanteringsplanen (excel-fil) Excel, 416.9 kB.

Records retention schedule - 5. Conduct Research (excel-fil) Excel, 33.7 kB.

Governing regulations

The Swedish National Archives has the right to prescribe how public authority records/information are to be produced, organised, reported, deleted, stored, protected and transferred on the basis of the Archives Act (arkivlagen) (1990:782) and the Archives Ordinance (arkivförordningen) (1991:446).

There are several other government agencies that have the right to prescribe how other agencies/public authorities should record their activities in various specialised areas or business processes, such as the Swedish Work Environment Authority (Arbetsmiljöverket).

In the records retention schedule, the Central Archives and Registry Services describes the types of information/records which must be preserved and that which can be deleted (and if so after what retention period) as well as how the records should be managed during their life cycle based on the regulations above.

The records classification structure

In 2013, Stockholm University introduced business process-based archiving. In connection with this, we created a records classification scheme based on the organisation’s business processes. The records retention schedule is based on and follows this classification scheme.

Columns of the records retention schedule

The records retention schedule describes the records/record types created in the different processes.

• Classification no (strukturenhet)

The classification number column indicates the business area (3), process group (3.1) and process (3.1.1).

• Process name (processnamn)

Process 3.1.1 is called "Planning the provision of courses and programmes at undergraduate and postgraduate level”

• Record description (handlingstyp)

Record description is the type of records created during the course of the activities carried out in the process.

• Action (registrering)

The column indicates whether a record should be recorded in the Registry of Public Records system W3D3 or not.

• Preserve/destroy (bevara/gallra)

The column indicates whether a record must be preserved or whether it can be deleted and, if so, after what retention period. The column also shows whether there are exceptions to preservation or deletion and whether the management of the record requires a specific action, such as registration in Ladok.

• Storage unit (förvaring)

The storage unit column indicates where the record should be stored, for example in W3D3 if the record is recorded in the Registry of Public Records. For the types of records that exist both within corporate services and the departments, the schedule will state W3D3 FV/Dept. The record must be registered at the department where it was received or drawn up. Records that are not held in the Registry must be stored either in a specified operational system or in the physical or digital local archive.

• Notes (anmärkningar)

In the column you can find further clarification of information contained in the columns Record type, Registration and Kept/recognised.

• Responsible organisation for preservation/disposal (ansvarig organisation för bevarande/gallring)

The column describes which organisation/department within Stockholm University is responsible for the record during the time it is to be kept before it is destroyed or until it is transferred to the central archive for preservation.

• Internal and external regulations (SU tillämpningsbeslut och RA:s gallringsföreskrift, Andra föreskrifter, styrdokument och rekommendationer)

The column describes which regulations and internal decisions govern the handling of the record type.

• JK balance sheet (JK-balans)

The column shows whether the record type is one which Stockholm University must report to the Chancellor of Justice at the end of the year. The report is a list of cases that were registered in W3D3 or in another system before 1 July the previous year and that remain open. These types of cases should normally be processed within 6 months.

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