Records Services Update - June 2018

Do you find these updates useful? Would others in your team benefit from hearing what we're up to? Please feel free to forward these emails on and if you want to subscribe, simply send us an email! Previous updates can be viewed online.

Got a question about Content Manager? Can't remember how to do something? Want to make Content Manager a more useful tool for your work? We're here to help!

• CM Drop-ins run every second Wednesday, and are limited to just 5 people per session. Bring your own device, or just your questions, and Records team members will be on hand to help you get the most out of CM. Book in quick!
• Ask the Records team to drop by your team for a floor walk or chat about how you're using CM. Email to enquire.
• CM training sessions are open to all users, even if you've attended before. To get a refresher or pick up some new tips, enrol via the Training & Events Calendar.

Does the acronym ICA (Independent Contractor Agreements) ring bells for you? Have you just completed your 25th Speaker’s Agreement this year or have you just found out that the invoice you submitted for payment should have an agreement and have no idea what to do? We want to hear from you!

Lead by Shelley Green in Legal and Risk, a cross-portfolio and faculty team are reviewing the current process of standard agreements to better understand how we can ensure that you as a requester or recipient of goods and services are able to easily identify and fully execute an agreement and enable quick payment to your supplier or contractor.

We would greatly appreciate your feedback.

There are many reasons to scan, or digitise, hard-copy records. With more electronic records being generated, it's appealing to be able to store all documents in the one place, or to be able to get rid of boxes of paper taking up valuable floor space. 

However, it's important to ensure that a scanned copy has the same evidential value as the original hard copy, so that we are still fulfilling our recordkeeping obligations. There are a few questions to consider:

1. Do the records fall under Normal Administrative Practice (NAP) - duplicates, drafts, working notes - and can disposed of without issue?  

2. Is there an existing Digitisation Plan that would cover your records, or would it be useful to create one for your team, ensuring that scanned copies have the evidential value as the hard copy originals?

3. Are the hard copy records still regularly accessed, or could they be transferred into the custody of Records Services, to be managed on your behalf for as long as is required?

We have been busy adding articles to the Knowledge Base, to make it easier for you to troubleshoot issues and access information when you need it.

Check out some recent additions:

• Content Manager - Managing Revisions, Versions and Making a Supercopy
• Content Manager - Records retention and disposal - Normal Administrative Practice (NAP)
• Content Manager - How do I email a document from Content Manager?

The next Records Management Network meeting will be held on Wednesday the 8th of August, so put it in you calendar now!

We are currently putting together an interesting program for you and, as always, Records staff will be on hand to answer any questions over a cuppa.