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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 records (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

Registering documents is a matter of keeping your documents in good order by making them part of a register. The University’s document registration system is called W3D3. You can read more about the document registration process on the following pages: 

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

Contact

Please contact the registrar or archivist if you have questions.

Registrar’s office
registrator [at] lu [dot] se
+46 46 222 71 40
Monday–Friday 09:00–11:30.

University archives
universitetsarkivet [at] legal [dot] lu [dot] se
+46 46 222 16 70
Monday–Tuesday and Thursday–Friday 09:00–11:30 and 12:30–15:00. Wednesdays 09:00–11:30.

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

Internal mailing code: 62

Visiting address
Arkivcentrum Syd, Porfyrvägen 20
224 78 Lund