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Records management

GOOD RECORDS MANAGEMENT – THE KEY TO FINDING INFORMATION
On these pages you will find general information about responsibilities, laws and regulations concerning records management. Here you will also find information on the procedures for document registration and archiving at Lund University.

Managing documents

Records management refers to the systematic management of an organisation’s overall recordss (documents). The management of public documents is especially important within a public authority.

Records management includes measures throughout the document's life cycle. On these pages you will find instructions regarding document registration which will often take place when a document is received or drawn up, as well as the archiving or disposal thereafter.

The general principles of records management are the same for paper documents and other analogue materials as for electronic documents. The latter, however, involves some specific, practical and technical requirements.

Read more about preservation of electronic documents

Documents handled within the University shall also be classified according to the content of the document, regardless of the form.

Read more about the classification of documents

Registering documents through the document registration system W3D3

At Lund University, we work in different systems. Our document registration system is called W3D3. All employees who use W3D3 for registering their documents must first undergo training to become authorised. Only after you have completed the training will you receive your login information.

Training in the document registration system W3D3

For the registering of research funding and commission agreements there are specific central routines.

Information about registering of research funding and commission agreements, in Swedish

Archiving documents

Practical information on how to archive your documents and what you need to consider with regard to disposal of and storing documents:

Information regarding responsibilities and directions on what to do with research documents:

Research documents

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

STAFF WORKING AT THE RECORDS MANAGEMENT AND ARCHIVES OFFICE

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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