The University of Sheffield
Corporate Information and Computing Services

3 Information access

General principles

All members of the University should have access to the information they might reasonably need in order to execute their duties or to undertake their research or programme of study effectively, and in order to participate as a full member of the University community. Information should be accessible in an appropriate format and available with minimum delay. Information should normally be available freely to members of the University and to other parties unless there is good reason for it to be restricted, and such restrictions are compliant with the Freedom of Information Act. Information should be readily accessible to all members of the University and to external enquirers regardless of any disability they might have.

The University should make available appropriate information to external stakeholders, including prospective students, current and potential research partners and the local and regional community.

Information should be held securely, and protected to ensure its confidentiality, integrity and availability. In particular, there should be appropriate provision for the preservation, migration and curation of digital data and information.

Operational considerations

All members of the University need access to appropriate IT systems (see Information Systems below) and suitable hardware on which to access those systems. Effective management information and reporting systems are required. Financial resource is needed to acquire externally produced information. A regularly updated Publication Scheme is required for compliance with the Freedom of Information Act.

Policies relating to Information Security are required and a security culture needs to be promoted throughout the University.

The University needs to be fully aware of the legal issues surrounding information access. Currently these include the Data Protection Act, the Freedom of Information Act, the Regulation of Investigatory Powers Act, the Copyright, Designs and Patents Act, the Disability Discrimination Act and the Special Educational Needs and Disability Act.

Documentation