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Responsibilities and rules for record management

On this page you will find a brief description of responsibilities as well as information on the rules, regulations and local decisions concerning records management at Lund University.

Responsibilities

Staff responsibilities

You are responsible for keeping the University’s records in good order so that we can maintain the principle of public access and preserve documents for the future.

Management responsibilities

The managers of each respective organisational unit at the University (divisions of central administration, faculty offices, departments, etc.) are responsible for the internal records management within their organisation.

Read more about the rules on the allocation of decision-making power and the right to sign certain agreements at Lund University 2016 (in Swedish) (PDF 127 kB)

Registrar responsibilities

The registrar is responsible for the management, administration and development of the University-wide document registration system DFS/W3D3. This includes answering questions and implementing training programmes for University staff on matters related to document registration and use of the DFS/W3D3 registry.

University Archives responsibilities

The part of the Records Management and Archives Office that manages the University's central archive – “University Archives” in everyday speech – is responsible for the archives stored at Arkivcentrum Syd but is not responsible for other archives.

The staff at the University Archives provides advice and support for archive operations, but they are not responsible for organising the archives at the various university departments/units.

Vice-chancellor responsibilities

The vice-chancellor, as the head of the public authority, is responsible for the archive as a whole.

Rules and regulations

The basic regulations for records management within government authorities is the Freedom of the Press Act, the Public Access to Information and Secrecy Act, the Archives Act, and the Archives Ordinance.

The Freedom of the Press Act (1949:105) defines documents (records) and states what is to be considered a public document.
Read more about the Freedom of the Press Act (1949:105) (pages 171-200)

The Public Access to Information and Secrecy Act (2009:400) includes regulations that complement the Freedom of the Press Act’s regulations on public access. The Act also includes regulations on secrecy (confidentiality).
Read more about the Public Access and Secrecy Act (2009:400)

The Archives Act (1990:782) applies to public authorities and includes regulations on the structure of public authority archives and information.

Read more about the Archives Act (1990:782) (in Swedish)

The Archives Ordinance (1991:446) specifies when documents are to be archived. “Once a public authority case has been finalised, the public document shall be archived. Public documents not pertaining to a case should be archived as soon as they have been approved or otherwise finalised”.

Read more about the National Archives Act (1991:446) (in Swedish)

Additional regulations and local decisions

Regulations

The Swedish National Archives is the supervisory authority for the archive operations within government authorities. It issues regulations on disposing of public documents, preservation formats and archive facilities, among other things. These regulations may be general (RA-FS, National Archives Code of Statutes) or authority-specific (RA-MS, National Archives authority-specific regulations).

Read more about the Swedish National Archives’ rules and regulations (in Swedish)

Local decisions

Since 2014, the documents that are subject to the document registration requirement are entered into our University-wide document registration/case management system, W3D3. Incoming or existing documents, in any form, shall be scanned and stored electronically in our common document registration system, unless there are special reasons to the contrary.
Decision regarding document registration in a common system, No. LS 2013/544, in Swedish (PDF 31 kB, new window)

Since 2014, Lund University has a new classification structure of its archives based on five areas of activity: governance, support, education, research and collaboration, information and external application.
Decision to implement a classification structure of the archives, No. LS 2013/54, in Swedish (PDF 92 kB, new window)

Decision on the classification structure of information, No. LS 2013/805, in Swedish (PDF 92 kB, nytt fönster)


Read more about the classification structure

Page Manager:

Contact

Please contact the registrar or archivist if you have questions.

Registrar’s office telephone hours
Monday–Friday 09:00–12:00. Opening hours during the Christmasholidays: the office is closed the 26/12 and 6/1.
+46 46 222 71 40
registrator [at] lu.se

University archives telephone hours 
Monday–Friday 09:00–11:30 and 12:30–15:00. Opening hours during the Christmasholidays: telephone hours the 23/12 and 5/1 will be open until 11.30, the office is closed in the afternoon. The office is closed 26/12 and 6/1.  
+46 46 222 16 70
universitetsarkivet [at] legal.lu.se

Mailing address
Lund University
Records Management and Archives
Box 117
221 00 LUND

Internal mailing code: 62

Visiting address
Porfyrvägen 20
224 78 LUND

Telephone: +46 (0)46-222 00 00 (switchboard)
Mailing adress: Box 117, 221 00 Lund, Sweden
Invoice adress: Box 188, 221 00 Lund, Sweden
Organisation number: 202100-3211

Site manager: staffpages [at] lu.se

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