1.The filing cabinets in my office are filled to capacity and there is no space for additional cabinets. What can I do to get some working space in my office?

You can create more working space in your office by disposing of the records that are no longer being used in the daily operation of the office. However, before making any decisions about your records, you need to know what records exist; therefore an inventory of all the records belonging to the department or unit has to be conducted.

Please contact the Campus Records Office (ext. 2626/2179/2963) for Records Inventory Forms. The staff will be more than willing to provide advice and instruction on the completion of these forms.

2. My office has a list of all the records that are in the department. Do I still need to do an Inventory?

Yes. An inventory is a special listing of the records that should identify where the records are located, provide a brief description of the type of documents contained in each file, and give the beginning and ending (if closed) date of the file. This information will allow you to identify the records series (group of related records) to which each file belongs and to evaluate and make decisions for the records as a group.

3. How do I go about transferring records to the Records Centre?

The Records Centre will only accept records for which there is an approved Records Retention and Disposition Authority ( RRDA). If you do not have an RRDA, please contact the Campus Records Office (ext.2626/2179/2963) for advice.

he procedures for the transfer of records that have an approved RRDA are: click here

4. How do I obtain Records Centre boxes?

Prepare a purchase requisition for the required number of boxes and request an invoice from the Records Centre. The price of each box is $300.00. The boxes will be supplied on approval of the purchase requisition. Please contact Mr. Kerry-Ann Lowe, Mr. Andrew James or Mr. Horace Stamp for further details. (ext.2626)

5. How do I get access to the records that I have transferred to the Records Centre?

The Records Centre provides a loan service to each department that transfers records into its holdings. These files can only be borrowed by the owners or with their written permission; and must be returned within two weeks of the issue date.

6. How can I learn more about Records Management?

The University Archives and Records Management Programme conducts workshops for departments on request. Well also facilitate training in Records and Information Management in conjunction with the UWI Open Campus (Certificate in Records and Information Management). Please contact the Campus Records Manager at Ext. (2617/ 2963)

7. Where are the Archival Records stored?

The Archival records are stored in the University Archives at Regional Headquarters.

8. What kinds of records are stored in the University Archives, Mona?

Permanent Records relating to the University of the West Indies, for example, Minutes, Agendas and Papers of Committees and Boards, correspondence files of the University College of the West Indies and the University of the West Indies.

9. What services do the University Archives provide?

Reading Room facility for consultation of the records and photocopying of archival records for researchers.

10. Who has access to records in the University Archives and can records be borrowed from the Archives?

Records are open to all staff and students of the University and members of the public with the exception of University Records designated as restricted by the office of origin, in consultation with the University Archivist or specified in a records retention and disposition authority. Archival records have to be consulted in the University of the West Indies Archives Reading Room.