Record and Document Storage

The Basics:

  • The value and contents of a record will determine how it should be stored. If something contained sensitive or personal data then it should be stored securely in an environment that avoids unnecessary risks to the records.
  • If records are stored in specific record/archive storage locations they should be regularly monitored to ensure the conditions are appropriate.
  • Ensure you are aware of what records you hold and where they are. This can be as simple as maintaining a register of your records if they are stored in a specific record/archive storage location.
  • Make sure that you can find your records quickly and easily by providing clear descriptions on a containing which describes its contents (i.e. if records are stored in a box make sure it has a brief description, possible a reference number, and an owner).


What storage is suitable:

  • Use this quick guide to understand the range of options available.
  • If you could like to use the University's third party off-site document storage provider please see this guidance document or email for more information.
  • If you currently store records locally (in offices or in record/archive storage locations then use this health check to better understand some of the risks associated with the storage location.

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Request Information

To make a Data Subject Access Request, or a Freedom of Information Request, please contact IAS directly.

Data Protection Officer

The Data Protection Officer is:

Elisabeth Taoudi, Data Protection Officer and In-House Commercial Lawyer, University of Leicester, University Road, Leicester, LE1 7RH

0116 229 7640