Corporate Records Management supports the efficient management of University records, from creation through to disposal, in accordance with legal, regulatory and business record keeping requirements.  

We provide records management services to the University, including centrally managed paper and digital records storage. For storage and retrieval requests, please see our internal pages. 

We're also responsible for the University retention schedule (which can be found below) and help maintain King's institutional memory through identification and preservation of vital and historically important records, in collaboration with Archives.

Effective management of corporate records:

• helps locate information at the time it is needed
• provides evidence of business and research activities
• ensures records are retained and destroyed in line with statutory requirements 
• supports University information management and data governance policies
• helps meet stakeholder expectations of accountability and transparency

The framework for managing records at King's is set out in the Records Management Policy.

The Records Retention Schedule is a list of records managed and retained as part of business, research and academic activities at King's. The schedule covers records in both paper and digital format and helps promote consistent practice by ensuring records are kept for the same amount of time, no matter where in the University they are held.

Retention rules for all records have been set according to legal, regulatory and business requirements for record keeping. The retention schedule also identifies records with historical value which are suitable for transfer to King's College London Archives.

The full retention schedule is available to view here:

• King's College London Records Retention Schedule

Individual sections and supplementary guidance, where available, are detailed below.

This section on Student Records provides guidance on retention of core academic records. Contents include:

• Student recruitment
• Unsuccessful applications
• Successful applications
• Student induction
• Student progression
• Student awards
• Student enquiries
• Prize administration
• Postgraduate research
• Personal tutors

This section on Student Support Services includes:

• Student relations
• Counselling & Mental Health Support
• NHS Health Centre
• Disability support
• Student Advice Service
• Careers & Employability
• King's Experience Awards
• Student Conduct & Appeals
• Widening Participation & Student Success

This section on Teaching & Assessment includes:

• Academic governance
• Programme administration
• Teaching materials
• Programme review
• Curriculum development
• Assessment
• Examination administration
• Timetabling services

This section on Research includes:

• Research governance
• Quality management
• Performance and business management
• Research Excellence Framework
• Pre-award administration
• Post-award administration
• Research ethics
• Research data
• Health research and clinical trials
• Research involving animals
• Research misconduct
• Security sensitive research
• Research support

Please note that supplementary guidance on retention of research data has been produced by the Research Governance Office. Advice on storage and management of research data is available from Libraries & Collections.

This section on Finance includes:

• Financial governance and planning
• Performance management
• Payroll & Pensions
• Financial accounting
• Funding and investment management
• Asset management
• Tax management
• Cash management
• Insurance
• Student finance and tuition fees

This section on Governance includes:

• College Secretariat
• Vice-Chancellor's Office
• College Council and subcommittees
• Academic Board and subcommittees
• Executive committees
• Faculty committees
• Information compliance
• Legal services
• Governance services
• Records management
• Risk management
• Internal audit

Please note that key corporate documents are available to view on our external web pages and University policies and procedures are published on Policy Hub.

This section on Human Resources includes:

• Recruitment
• Contract management
• Training and development
• Performance management
• Renumeration and reward
• Academic promotions
• Welfare and wellbeing
• Industrial relations
• Equality, Diversity & Inclusion
• King's Search
• Line managers

Please note that advice on managing your personal staff record is available on HR internal pages.

This section on Health & Safety includes:

• Risk assessments
• Hazard control - Display Screen Equipment, Hazardous substances, Ionising radiation and Non-Ionising radiation
• Accident management
• Fire safety
• First aid
• Inspections and audits
• Training
• Legal notifications, registrations and returns - Environment Agency, Health & Safety Executive, Home Office, UK Nuclear Safeguards

This section on Estates & Facilities includes:

• Tenders
• Suppliers
• Equipment and premises maintenance
• Estate management
• Property management
• Sustainability
• Security
• Risk assessments
• Hazard control - Noise, Lead, Asbestos, Legionella
• Waste management
• King's Residences
• King's Sport
• King's Venues

This section on External Relations includes:

• Media relations
• HE/FE sector relations
• Government relations
• Community relations
• Fundraising & Supporter Development
• Brand & Marketing
• King's Professional & Executive Development
• Global Engagement

This section on IT Services includes:

• IT policies
• Systems operations management
• Systems security management
• Office 365 and homedrive data
• Project management
• Supplier contract management
• IT risk management
• IT training

Please note that advice on securely managing and storing your data is available from IT Services.

This section on Libraries & Collections includes:

• Library operations
• Library membership
• Library project management
• Library resources
• Archives & Special Collections
• Objects and works of art
• Copyright administration

For records storage, retrieval requests and guidance on managing records, please visit our internal pages.

For queries regarding online student records, please contact Registry Services. 

For official University letters and documentation, please see:

• Current students - Document requests
• Former students - Document requests
• Education verification 
• Transcripts
• Replacement degree certificates
• University of London degrees