Registration of documents

What is document registration?

Document registration involves registering documents that are consigned to, or are created by, the University. The purpose is to keep our records organised and make it easier to find them, both in the present and in the future. We must carry out this work in order to comply with current law, but also to make things easier for ourselves.

What should be registered?

A large proportion of the documents handled within the University should be registered. Some documentation is handled in other systems, however, or only in paper form. Information about which exact records must be registered can be found in the University’s Records Management Plan.

Records Management Plan in Klara Dialog, in Swedish (new tab).

Read about the Records Management Plan.

How do I register a document?

The University uses the W3D3 system for the registration of documents. With the right authorisation and training, it is possible to use the system yourself and register documents. Alternatively, it is possible to get help from a document controller at your department or equivalent. The important thing is to ensure that there is someone who uses W3D3 who can register any documents you handle.

Read more about the W3D3 system.

Read more about authorisation and training for W3D3.

Handling of paper originals and electronic originals

Documents that are received or created on paper are scanned and entered into W3D3. The original paper document must be preserved and is therefore placed in a physical case file. When the case is closed, all paper documents are placed in the case file.
Print out a case card from the document registration system and place it with the case documents. If the registered case consists only of electronic documents, no case card needs to be printed. Physical case files are arranged chronologically in one or more archive series.

Where do I find registered documents?

If you are authorised to use W3D3, you can conduct your own searches of the system. Remember, what you can see depends on your type of authorisation. If you can’t find what you are looking for, contact the University Records Management (registrator [at] lu [dot] se (registrator[at]lu[dot]se)) and they will help you conduct a search. If you lack authorisation to use W3D3, contact first the document controller at your department or equivalent, who will help you search the system.

Record management in times of crisis

Create a register for the documents. Update it on an ongoing basis with all cases that are created at Lund University during the crisis situation.

Together with the document that is incoming/created a physical case card is placed where you fill out:

• Subject
• Counterpart(s)
• Date when the document was received/created
• Case manager
• Department/equivalent

If there is an external case number, case type or other important information available, this should also be written down. This is then added together with the document(s).

Once you have access to W3D3 again, you must enter all the information into the system.

If a request for access to public documents is received, handle it in (or as close as possible) the same way as a non-crisis situation.

Support for document registration

If you have any questions regarding document registration, please turn to the University Records Management (registrator [at] lu [dot] se (registrator[at]lu[dot]se)). We are happy to help answer questions about what should be registered and how to go about it, etc. If you need help registering a document, contact a document controller at your department or equivalent.