Records & Information Update
December 2022
In this issue:
1. A Look Back on 2022
2. Staffing Changes
3. Records Managed SharePoint Resources
4. Destroying Sensitive or Confidential Paper Records
5. Records Management Network
6. Training
7. Ways to Get in Touch
8. Share and Catch up on the News
1. A Look Back on 2022
Looking back on 2022, the Records & Information team continued to achieve a great deal in supporting the University’s commitment to effective and compliant management of University records to enable research, learning and teaching, engagement and administration. Here are a few of our 2022 highlights:
- Partnered with the Digital Workspace team and ICAT to support and enhance M365 compliance
- Collaborated and provided support on the Petascale Campus Initiative and research data management capabilities
- Partnered with University Decision Support team to build data governance capability across the University
- Hosted a virtual Records Management Network meeting as part of Information Awareness Month
- Registered approximately 3,589 contracts into the University Contracts (Legal Agreements) Register
- Created over 108 new RMSP sites to support compliant and collaborative working across the University
- Completed a collaborative project with Digital Stewardship (Research), University Archives, ICAT and system vendors to support the ongoing preservation of permanent value University records. This involved building an integration between our recordkeeping system and the university's digital preservation system, and successfully transferring and ingesting two streams of records (university calendars and legal agreements).
The Records & Information team would like to thank you for your continued engagement and flexibility during 2022 and we look forward to working with you in 2023.
2. Staffing Changes
Farewell: Chris Stueven (Senior Analyst)
Sadly, we said farewell to a valuable member of the Records & Information team, Chris Stueven.
Chris first joined the team on practicum placement during the completion of his studies back in 2014 then continued as a casual. In 2015, Chris officially joined the team as a Records Officer then moving up to a Records Analyst then Senior Analyst.
Chris has achieved so much over the years and created great influence and impact on records and information management practices across the University. Including, but certainly not limited to: managing the team during the Records Online Project for the beginnings of our Records Managed SharePoint solution, using his subject matter expertise to create tools for our customers to easily interpret and apply their responsibilities under the Records Management Policy, collaborating with Privacy and Cybersecurity colleagues in the completion of Privacy Impact Assessments and most recently led the team in collaboration with Student & Scholarly Services to prepare for and complete the very first ingest of archival-value University Records into the digital preservation repository as part of the Digital Preservation Program.
While Chris’ departure is a loss for our team, we are incredibly excited for him as he embarks on his next journey at CSIRO as Manager, Records & Information Management.
Welcome Back: Dr Eva Samaras (new Senior Analyst)
We are very happy to welcome back Dr Eva Samaras to Records & Information as the new Senior Analyst. Eva has recently been at the National Archives of Australia where she led several initiatives to build digital archiving capability within the organisation.
3. RMSP Resources
Did you know that your nominated Site Owner/s can update Champion, Approver as well as Site Owner details? Check out the video below.
Want to know how to add or remove user access to your records managed SharePoint site? Watch the video below.
4. Destroying Sensitive or Confidential Paper Records
When destroying highly sensitive or confidential paper records please use confidential destruction bins.
The University has a contract with a provider to provide a secure destruction service for confidential material.
5. Records Management Network
It's a wrap for the 2022 Records Management Network this year but we look forward to seeing you all at our events in 2023. In the meantime, let us know what you would like to hear about: records-info@unimelb.edu.au
6. Training
For the duration of the University’s status as a ‘hybrid / virtual campus’, training in Records Managed SharePoint and Content Manager will be hosted over Zoom. 2023 dates are now available
Records Managed SharePoint: 2023 dates are now available
Content Manager: 2023 dates are now available
7. Ways to get in touch with us
If you can't find the answers to your questions on our website the Records & Information team would be happy to assist you.
We can be contacted via records-info@unimelb.edu.au or you can simply raise a ServiceNow Request
8. Share and catch up on the news!
You can find previous editions of the Records & Information Update on our website. And if you think your colleagues would get something out of them, please do forward this email on!
If you've got any feedback or anything you'd like to know, please drop us a line.
