Document Policy

Document Policy of Reykjavik University 2024 - 2029

1. Purpose

The purpose of the document policy of the University of Reykjavik is to ensure systematic management of documents within the institution. The University of Reykjavik is required to submit certain documents to the National Archives of Iceland according to Article 14 of Act No. 77/2014 on public archives. These documents are specified based on the agreement between the University of Reykjavik and the Ministry of Higher Education, Industry, and Innovation. Through responsible document management, the University aims to ensure that all handling of documents is reliable and that they are always accessible and preserved in accordance with laws, relevant procedures, standards, and for the benefit of the university's staff.

2. Scope

This policy applies to all staff at the University of Reykjavik and covers all documents, regardless of structure or form, that are created or received by the university and serve as evidence of its activities. These documents should be of benefit to future staff members. The policy applies to documents, their creation, capture, management, and metadata.

3. Objectives

• To ensure that staff are aware that the documents they receive, create, or handle in their role at the University of Reykjavik are the property of the university and must be managed according to the university's procedures.
• To meet external requirements for the University of Reykjavik regarding proper document management practices as specified by laws, regulations, and standards.
• To ensure systematic management of documents throughout their lifecycle in an electronic document management system, from the moment they are created or received by the university to their disposal.
• To improve efficiency, traceability, and enhance the flow of information among staff, with the goal of improving document security, facilitating access to information, and supporting proper administration.
• To harmonize procedures to ensure document preservation and retrieval and to ensure that the status and follow-up of matters are clear to staff at all times.
• To provide staff with appropriate training and educational resources on document handling, procedures, and relevant laws and regulations.

4. Oversight and Responsibility

The University of Reykjavik’s Archive is part of the rector’s office, and the rector is responsible for ensuring that the university's document management complies with laws and regulations.

The University’s Document Manager oversees adherence to this document policy. The Document Manager, in collaboration with senior management, department heads, or other relevant managers, organizes training for staff to facilitate the proper handling of documents.

The University’s Archive and the IT department are responsible for ensuring that the university’s electronic document management system is operational, maintained, and updated in accordance with technological developments.

Deans and department heads are responsible for ensuring the document policy is implemented within their respective departments, in cooperation with the Document Manager. They are expected to set a good example and ensure document management supports the implementation of the policy.

All staff at the University of Reykjavik are responsible for complying with the university’s document policy and for the creation, receipt, and storage of documents as evidence of the university's activities in accordance with the policy.

5. Follow-Up

The document policy of the University of Reykjavik will be followed up through meetings with university management, where document management matters will be reviewed to ensure best practices. The Document Manager, in cooperation with the IT department, will establish procedures, guidelines, and a document retention plan for the entire university. Emphasis will be placed on staff education and training in the use of electronic information and document management systems.

The document policy of the University of Reykjavik is effective from January 1, 2024. The policy will be reviewed every five years or sooner if necessary.

6. Appendices: Laws, Regulations, Standards, and Terminology Explanations

• Act on Public Archives No. 77/2014.
• Information Act No. 140/2012.
• Administrative Procedure Act No. 37/1993.
• Personal Data Protection Act No. 77/2000.
• Accounting Act No. 145/1994.
• ISO 15489 Information and Documentation – Records Management – Part 2: Guidelines. (Icelandic translation forthcoming).
• National Archives of Iceland Regulations on Document Retention Plans for Entities Subject to Submission No. 571/2015.
• National Archives of Iceland Regulations on Case Keys for Entities Subject to Submission No. 572/2015.
• National Archives of Iceland Regulations on the Handling, Registration, and Submission of Paper Documents for Entities Subject to Submission No. 573/2015.
• National Archives of Iceland Regulations on Notification and Approval of Electronic Record-Keeping Systems for Entities Subject to Submission No. 624/2010.
• National Archives of Iceland Regulations on Notification of Electronic Registers and Databases for Entities Subject to Submission No. 625/2010.
• National Archives of Iceland Regulations on the Submission of Backup Versions of Data from Electronic Systems for Entities Subject to Submission No. 100/2014.

See regulations from the National Archives of Iceland: http://skjalasafn.is/reglur_um_skjalavorslu
See explanations of terminology and terms related to documents and archives: http://skjalasafn.is/hugtok_og_heiti