SLU
Records and Archives Management
2011-03-29
Preservation and disposal of educational and student
records – mapping of existing regulations and handling support
Record type
Retention schedule
ADMISSION RECORDS
Student lists
10 years*
Registration lists
10 years*
Address lists/Class lists
When on-site needs have
been met*
Work samples/e.g. landscape
Be returned/1 month after
architecture, landscape planning
admission letter*
STUDENT RECORDS
Examination’s
Preserve*
questions/formularies (With right
answer where applicable)
Answers of the students in written Be returned to the student
examinations
after marking. If the
examination is not fetched
by the student within 2
years after marking should
be disposed*
Basis for marking
5 years after the course is
finished*
Degree projects/Masters theses
Essays/Papers of 90 credits or
more (60 old credits)
Licentiate theses
Doctor’s dissertations
Marks/Results of examination,
course and course item, and
changes of marks
Preserve*
Preserve**
Lists of evaluation of courses
Evaluations of courses
Preserve*
2 years after the list is made
*
When on-site needs have
been met*
When on-site needs have
been met***
When on-site needs have
been met*
After 5 academic years****
Proofs of registration (from
Ladok)
Special proofs of registration (not
from Ladok)
Public notices of marks result
(notice lists)
Code lists from examination
including envelopes
Various records of temporary or
Preserve**
Preserve**
Preserve*
When on-site needs have
1
Notes
The occurrence must be
documented
One copy should be
preserved
It implies registration in
the student register
E.g.: Information about
student’s attendance and
course item
Approvals of degree
projects/masters
theses/EEF theses
(”Elective Specialization”)
can be included here too
Digital (Evald system)
Preserve if required
E.g.: ”Toilet lists” from
insignificant meaning
Schedules
Syllabi
been met***
EDUCATIONAL RECORDS
Preserve**
Preserve**
Study plans
Preserve**
Course literature
Department’s own compendia
Preserve **
Preserve **
examination
Detailed schedules
Records which complete
syllabi too. E.g.: Marking
criteria, description of
objectives
Curricula for degree
projects/masters theses/
EEF theses (”Elective
Specialization”) are
included here
Hand-outs can be included
here if the teacher has
submitted them to the
department
*According to SLU retention schedule for student records (Journal no: SLU ua 22-2360/09) decreed
on Aug. 25, 2009.
**According to SLU quick reference guide for records accounter: Education and Student Records
(Jan. 4, 2011). https://internt.slu.se/Documents/internwebben/jep-juridik-arkiv/dokument-och-
arkiv/Utbildningshandlingar%202007-02-27%20lathund%20kompl%202011.docx
***According to Swedish National Archives General Regulations (RA-FS) 1991:6 and 1997:6 on
appraisal of records of temporary or insignificant meaning.
****According to the Regulations of examination at SLU (Journal no: SLU ua.Fe.2010.3.0-2052)
Rector’s decree on June 6, 2010.
2