GDPR Update: Reviewing your files

Posted by ep256 at Feb 20, 2018 09:41 AM |
Newly created guidance and support is available for all staff.

A major part of GDPR is ensuring that the University does not retain information for longer than is appropriate for us to do so. It can be very easy to forget about the boxes or files that might be sitting in a store room, but those files could contain personal information that we no longer require and therefore should be disposed of. The same principles apply to the electronic information we hold on our X:Drives or in our emails.

Colleagues across the University should proactively review the information held in their departments/divisions using the University Retention Schedule and dispose of any that are no longer required. The University retention schedule provides the framework under which disposal decisions should be made. This document can be accessed here.

A Quick 2 page guide on the key principles around reviewing your files has been created to support staff in this process. A similar guide is available on reviewing the content of your inboxes to ensure these are included in the review process. These can be found on our GDPR pages.

If you need to dispose of any records that are no longer required please ensure you do this securely using the University’s shredding provider Shredpro. Departments/divisions can arrange routine collections on the regular Shredpro schedule by completing the online shredding form to add your request to the routine monthly collections. The dates for the monthly collection are on the website. The University has also arranged an additional shredding collection for the Brookfield Campus and Stamford Court on the 14th March 2018 between 9am and 11am. Anyone requiring additional shredding bags should send an email to

A webinar on reviewing your files will be held on the 22nd February at 11am. This will provide an opportunity for colleagues to hear from the University Records Manager (David Jenkins) about reviewing your files. You will also be able to ask David questions via the Live Chat. If you are unable to attend this webinar it will be made available following the event.

If you have any specific questions around reviewing your files and how long to keep information please contact David at


Further information

Everyone can play their part in preparing for the GDPR. Please read our guide on the simple things that everyone can start Doing to help prepare for GDPR on our GDPR pages.

Don’t forget to complete the University’s mandatory e-learning on information security which can be accessed via Blackboard here

GDPR Drop in surgeries are also being run on the following dates, please come along with a question about GDPR:

  • Wednesday 28 February 9.00-10.00
  • Wednesday 14 March 11.00-12.00
  • Tuesday 27 March 14.00-15.00
  • Tuesday 10 April 11.00-12.00
  • Wednesday 25 April 11.00-12.00
  • Thursday 10 May 11.00-12.00
  • Friday 18 May 11.00-12.00

(Please note these are short surgeries to ask questions not a formal training course)


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