Responsibilities and rules for record management

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.

Registrar's office responsibilities

The registrar's office is responsible for the management, administration and development of the University-wide document registration system W3D3. This includes answering questions and implementing training programmes for University staff on matters related to document registration and use of the 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 Archives Ordinance (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, 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.

Read more about the classification structure