Legal Documents

The UWS Records Management Policy (No.000128) includes the following requirements in relation to the management of legal documents:

 
S.13.3 All legal documents, as identified in the Delegations Policy (no. 000087) in "Table 5 - Delegations Relating to Agreements, Enterprise, Research and Organisational Matters" (which does not include staff employment contracts), must, as soon as practicable after signing, be dealt with in the following manner.

• The document to be photocopied and the copy placed on the relevant file by the organisational unit responsible.
• The original sent to Records & Archives Management Services unit where:
  - the document is to be scanned
  - the image is to be placed in TRIM; and
  - the original document to be placed in secure central storage.

RAMS has developed a cover sheet for legal documents to facilitate their management. The cover sheet identifies key information in relation to the document such as:

• who will be entitled to view the image of the document in TRIM;
• when it expires;
• the parties to the contract;
• name of business unit responsible for the contract

Note: These requirements do not apply to staff employment contracts.

The cover sheet can be found by clicking here:
UWS Legal Documents Cover Sheet 

Legal documents and completed cover sheets should be sent to:

Sharon Flynn
Records & Archives Management Services (RAMS)
Building AF Annexe
Werrington North