The support functions for the Estates Operations team include administration support, communications and records management.
Administration support consists of assisting with project planning; producing post project reviews; arranging meetings; drafting correspondence, minutes and reports; and maintaining various divisional databases.
The Estates division communications are varied and provide information on projects and operational activities. These include bulletins, college notices, project fact sheets, major project signboards and divisional newsletter, website content management and publication.
The Records and Archives Officer (Estates) provides access to the Estates archive and is responsible for ensuring all Records Management provisions are undertaken by the division. The Estates archive includes project and building record information including building drawings; Operation and Maintenance Manuals; Building Fabric information; project filing can be provided and reproduced in various formats. Online access to the manuals in the archive can be provided via Pythagoras - Document Manager. For further information on Pythagoras login to the Space Database.
Records Management procedures comply with the requirements of the College Archive and Corporate Records Unit and are in line with government legislation such as Freedom of Information Act and Data Protection. Refer to the Record Keeping Guidance - Divisional Records Management Policy document for guidelines on managing project and divisional records, including electronic records procedures.
All queries or requests relating to Records Management, the College record management requirements and Pythagoras - Document Manager are to be directed to the Records and Archive Officer (Estates) in the first instance.