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Higher Education Business Classification Scheme and Records Retention Schedules

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ESTATE MANAGEMENT

The function of managing the institution's estate (D1).

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Definitions

D1

Estate means land and buildings (or other fixed structures) on land.

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FACILITIES MANAGEMENT

The function of managing the institution's facilities (D1).

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Definitions

D1

Facilities means defined areas of land and defined interior areas of buildings which are designated for specific use.

Indoor facilities include: reception areas; offices; teaching and learning areas; libraries; museum galleries; studios; laboratories; workshops; kitchens; restaurants and bars; theatres and cinemas; shops; sports facilities; accommodation facilities; toilets; store rooms; plant rooms; garages.

Outdoor facilities include: sports fields, athletic tracks etc.; car parks; paths; gardens.

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FINANCE MANAGEMENT

The function of managing the institution's financial resources.

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Definitions

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HUMAN RESOURCES MANAGEMENT

The function of managing the institution's workforce and its contractual relationship with individual employees (D1).

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For establishing and managing contracts with employment agencies for the supply of temporary staff, use the relevant categories in PROCUREMENT.

Definitions

D1

Employees means people employed directly by the institution on permanent or fixed-term contracts.

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INFORMATION COMPLIANCE MANAGEMENT

The function of ensuring that the institution complies with legislation on access to information (D1).

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Definitions

D1

Legislation on access to information means legislation on data protection, freedom of information and access to environmental information.

In England and Wales, the relevant legislation is: Data Protection Act 1998; Freedom of Information Act 2000; Environmental Information Regulations 2004.

In Scotland, the relevant legislation is: Data Protection Act 1998; Freedom of Information (Scotland) Act 2002; Environmental Information (Scotland) Regulations 2004.

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RECORDS MANAGEMENT

The function of managing the institution's records (D1). (N1)

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For managing file rooms, registries, records centres and other facilities where records are stored and used, use ESTATE MANAGEMENT and/or FACILITIES MANAGEMENT.

For providing records-related services, add a Function 'RECORDS SERVICES' (using the framework in CORPORATE SERVICES or COMMERCIAL SERVICES, depending on the circumstances, as a starting point).

Definitions

D1

Records means 'information created, received, and maintained as evidence and information by an organization, or person, in pursuance of legal obligations or in the transaction of business' ISO 15489-1:2001 Information and documentation – Records Management – Part 1: General, para. 3.15

Records may be in any medium and format including paper and electronic documents, electronic databases, data in electronic systems and audio-visual materials.

Notes

N1

This function covers the management of the institution's records. It does NOT cover the management of the business units which are responsible for the institution's records or of the buildings/facilities where the records are stored or used.

 

ARCHIVES MANAGEMENT

The function of managing the institution's archives (D1). (N1)

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For managing archives centres and other facilities where archives are stored and made available to researchers, use ESTATE MANAGEMENT and/or FACILITIES MANAGEMENT.

For providing archives-related services, add a Function 'ARCHIVES SERVICES' (using the framework in CORPORATE SERVICES or COMMERCIAL SERVICES, depending on the circumstances, as a starting point).

For managing collections of manuscripts which are not institutional archives (see Definition), use COLLECTIONS MANAGEMENT.

Definitions

D1

Archives means records (see Records Management) which are preserved permanently because of the enduring value of the information they contain or the evidence they provide of the institution's functions and activities.

Notes

N1

This function covers the management of the institution's archives. It does NOT cover the management of the business units which are responsible for the archives or of the buildings/facilities where the archives are stored or made available to researchers.

 

COLLECTIONS MANAGEMENT

The function of managing the institution's collections (D1) of artworks, artefacts and manuscripts. (N1)

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For managing museums, galleries and other facilities where collections are stored, displayed or made available to researchers, use ESTATE MANAGEMENT and/or FACILITIES MANAGEMENT.

For providing collections-related services, create a Function 'COLLECTIONS SERVICES' (using the framework in CORPORATE SERVICES or COMMERCIAL SERVICES, depending on the circumstances, as a starting point).

Definitions

D1

Collections means collections of materials that have been generated or acquired by the institution in the course of its teaching or research work, or which have been donated to the institution for these or other purposes.

Notes

N1

This function covers the management of the institution's collections. It does NOT cover the management of the business units which are responsible for the collections or of the buildings/facilities where the collections are stored, displayed or made available to researchers.

 

PUBLICATIONS MANAGEMENT

The function of managing the institution's collections of publications (D1) acquired or assembled to support its work. (N1)

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For managing library buildings and other facilities where publications are stored or made available for use (e.g. official libraries), use ESTATE MANAGEMENT and/or FACILITIES MANAGEMENT.

For providing publications-related services, add a Function 'PUBLICATIONS SERVICES' (or 'INFORMATION SERVICES' or 'LIBRARY SERVICES') using the framework in CORPORATE SERVICES or COMMERCIAL SERVICES, depending on the circumstances, as a starting point.

Definitions

D1

Publications means published material in any medium and format including print, electronic and online.

Collections of publications may be open or closed and may be available to staff, students and the public.

Notes

N1

This function covers the management of the institution's collections of publications. It does NOT cover the management of the business units which are responsible for the collections or of the buildings/facilities where the collections are stored, displayed or made available to researchers.

 

INTELLECTUAL PROPERTY RIGHTS (IPR) MANAGEMENT

The function of managing the institution's intellectual property (D1) rights.

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For exploiting the commercial value of the institution's intellectual property rights, use INTELLECTUAL PROPERTY RIGHTS (IPR) EXPLOITATION.

Definitions

D1

Intellectual property means: patents; trademarks; designs; copyright.

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INFORMATION & COMMUNICATIONS TECHNOLOGY (ICT) SYSTEMS

The function of managing the institution's information and communications technology (ICT) systems. (N1)

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For providing support services for users of the institution's ICT systems, add a Function 'ICT SUPPORT SERVICES' using the framework provided in CORPORATE SERVICES as a starting point.

Definitions

Notes

N1

This function is intended to cover all ICT systems in the institution, regardless of which business units are involved in developing, operating or using the systems.

 

EQUIPMENT & CONSUMABLES MANAGEMENT

The function of managing equipment (D1) and consumables (D2) which are owned by the institution, or which the institution has legal rights to use.

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Definitions

D1

Equipment includes: instruments; tools; machines; plant; vehicles; interior fixtures and fittings; furniture and furnishings; personal protective equipment; kitchen and catering equipment; laboratory equipment.

D2

Consumables includes: office supplies; janitorial supplies; decorating materials; cleaning materials; medical and first aid supplies; food; uniforms and protective clothing.

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INSURANCE MANAGEMENT

The function of assessing the institution's liabilities and insurance needs, and of maintaining adequate insurance cover.

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PROCUREMENT

The function of purchasing goods, works and services from external organisations. (N1)

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For acquiring ownership of land and buildings, use ESTATE MANAGEMENT - ACQUISITION.

For acquisition of goods by donation, use PUBLIC RELATIONS MANAGEMENT - DONATIONS.

Definitions

Notes

N1

This function is intended to cover purchasing of all types of goods, works and services by the institution, regardless of the type/quantity being purchased, the purchasing method or the business unit responsible.

 

PUBLISHING

The function of publishing materials for internal or external distribution. (N1)

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Definitions

Notes

N1

This function is intended to cover all publishing undertaken by the institution, regardless of the medium or format of the publication.

 

MANAGEMENT INFORMATION COLLECTION, ANALYSIS & REPORTING

The function of collecting and maintaining management information, and of producing management information reports for internal use.

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For submission of statistical and other data and reports to HE regulatory bodies, use HE/FE SECTOR RELATIONS MANAGEMENT - HE/FE SECTOR REPORTING.

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