Scanning and archiving

 Records Management

Efficient management of University records is necessary to support University core functions, to comply with its legal and regulatory obligations and to enable the effective management of the institution.

To help meet this challenge, Print Services offers a fast and efficient in house scanning service for your files and exam scripts. The University has a contract with the service provider Restore, to manage our offsite storage needs securely and efficiently and who can also provide a scanning service where Print Services are unable to meet your requirements. 

Benefits

[If you have paper records that are more than 30 years old, the University would like to review these for possible inclusion in the University Archive, which documents and preserves the establishment and development of the institution's most significant functions and activities . Please contact special-collections@bristol.ac.uk for questions concerning the potential archival significance of records.]

Scan or Store?

This flow chart will help you decide whether you need to scan or store your documents. 

Physical record decision process (Office document, 409kB)

The following example scenarios may also help you decide whether to store or scan.

Difference between Scan and Store

Restore can securely store your records in their physical form, or scan them into an electronic format (usually PDF) and send them to you to store on the University’s file storage system. As a brief overview, the separate processes proceed as below.

StorageScanning
  • You put your physical records into boxes and request collection from Restore
  • Restore collect the boxes and securely store them at their Monkton Farleigh site
  • You can request return of boxes or files the next working day (or sooner in an emergency, at greater cost)
  • Once the records reach their scheduled destruction dates, Restore will destroy them for you (with your approval)
  • For a step-by-step guide see the Restore storage process