FAQ about document registration
Why do I need to register documents?
Our main reason for registering the University’s incoming or outgoing documents are that this will enable us to find them when we need them. It is also a legal requirement for us as a public authority.
The document registry is to provide the necessary overview of an authority’s public records and thus ensure our principle of public access. This does not mean that all registered documents automatically become public. An internal document in a pending case or a draft decision is not made public even if the document has been registered.
Which documents must I register?
The general principle is that all documents received by or sent from Lund University shall be registered regardless of them being prepared digitally or on paper. All documents drawn up at the University (decisions in various forms, reports, policies, plans, etc.) shall always be registered. There are exceptions to this rule. See below:
Which documents shall not be registered?
- Documents that are clearly of little interest
- Routine invitations to conferences
- Promotional documents for courses and seminars
- Routine questions (e.g. what time will the exam start on Monday? What are your opening hours?)
- Accompanying or circular letters which do not require the University to respond or take action
- Notifications which do not require a response
- Statistical messages, brochures, advertising materials, magazines
- Documents that are registered in another system (Ladok, Lupin, Primula, Orfi, and others)
- Private correspondence not related to work
- Library materials
- Documents sent to the wrong authority
What information shall be included in the Lund University document registry?
By law, a document registry shall include the following information:
- Date of when the document was received or drawn up
- Registration number
- Sender or recipient of the document
- A brief description of the content of the document
What is a digital case card and what is a digital document card?
The digital case card describes what the case is about, who is responsible for processing the case, unit/department, and a brief description of the content of the registered document. The digital document card describes the document; the content of the document, who sent it/drew it up.
Shall requests for disclosure of public documents be registered?
Requests for disclosure of public documents that are denied or subject to confidentiality assessments must always be registered.
What is classification structure?
The classification structure is a structured presentation of the various processes within the public authority. The classification structure is used for the classification of documents when preparing an archive list.
What is the JK list?
The JK list is a registry for the Chancellor of Justice (JK) of the cases brought to the attention of the public authority before 1 July of the previous year, but that have not been closed by the end of that year. Each year, by 1 March, a list of all closed cases is to be submitted to the Chancellor of Justice in accordance with the Government Agencies and Institutes Ordinance, Section 29.
Registrar’s office telephone hours
+46 46 222 71 40
Email: registrator [at] lu [dot] se
Records Management and Archives
221 00 LUND
Internal mailing code: 62
224 78 LUND