Records Services Update
October 2019
In this issue:
- Records Managed SharePoint: Welcome to the new normal!
- Updated records management standards
- Updated compliance modules on TrainME
- Records Management Network: Next meeting
- Meet your Records team! Introducing: Chris Stueven
- Records Managed SharePoint tip: Navigating with Office 365
- Upcoming training
- Share and catch up on the news!
1. Records Managed SharePoint: Welcome to the new normal!
Many of you will be aware that the implementation of Records Managed SharePoint began with the Records Online Project, under a mandate to improve electronic records management for University staff members.
We are pleased to confirm that the Records Online Project has been completed and custody of Records Managed SharePoint has officially moved to the Records Services team. After several months of learning and transition activities, we look forward to continuing to implement and support teams to transition to this compliant and user-friendly records management solution.
Over the coming months, we will be progressively checking in with existing Site Owners to see how they are going and to identify any opportunities for improvement. If you have immediate questions or concerns, however, please don't hesitate to be in touch:
2. Updated records management standards
As you may or may not be aware, the Public Record Office Victoria (PROV) is the regulatory body responsible for setting standards around the creation, maintenance and security of public records, which we use as the basis for operating and providing advice in the University context.
They have recently released an updated suite of standards and we will be taking care to ensure that any changed compliance requirements are tracked and communicated as necessary.
5. Updated Compliance Modules on TrainME
The Regulatory Advisory Services team is pleased to let you know that the updated Compliance Modules; Managing Information, Managing Information – Cybersecurity and Health and Safety – Roles and Responsibilities are available on TrainME.
These modules have been redesigned to deliver an improved online training experience, with greater use of multi-media and interactivity using characters and locations reflecting the University experience.
For two out of three, the module content aligns with the existing modules which means 85%+ of continuing and fixed term staff will not have to do anything until their refresher is due.
The cybersecurity course, however, is brand new, and all continuing and fixed term staff will be prompted to complete it over the next few weeks.
The University’s risk-based approach to cybersecurity aims to reduce our vulnerability to cyberthreats while balancing our need for openness, autonomy, and collaboration.
4. Records Management Network: Next meeting
Put it in your diaries - the next Records Management Network meeting will be held on Wednesday the 13th of November at 10am.
Please keep an eye out for more details closer to the time!
5. Meet your Records team! Introducing: Chris Stueven
Chris, Senior Analyst in the Records Services team, has worked at the University of Melbourne for over five years, starting as a Records Officer while completing his Masters of Business Information Systems.
He is motivated by a keen interest in systems and technology, and loves being around the amazing diversity of activities at the University and the range of data and records that people work with and create. He enjoys being able to make our technology environments safe, as well as easy to use so that it's not a burden on users or
another consideration in everyday work.
His focus for the last 3 years or so has been on working with Infrastructure Services to ensure our University systems are safe by design and he is currently prioritising the rollout of Records Managed SharePoint and reviewing Privacy Impact Assessments alongside the Privacy & Cybersecurity teams.
When he's not in the office you can find him cycling or making the most of family time with his young daughter.
Ask him about: embedding Ask him about: Recordkeeping and compliance in University systems, Records Managed SharePoint and his favourite Frasier quotes!
6. Records Managed SharePoint tip: Navigating with Office 365
Since the most recent revamp of the Staff Hub, it is now easier than ever to navigate to your Records Managed SharePoint site.
Simply select Office 365 (Email) from the Staff Hub and you will be taken to a one stop portal where you can access all Office 365 apps, browse your recent documents and those that have been shared with you, and pin those that you frequently need for easy access.
To get to your Records Managed SharePoint site, hit the SharePoint icon and you're on your way!
7. Upcoming training
We offer user training in both Records Managed SharePoint and Content Manager. The next sessions available are:
Records Managed SharePoint - Getting Started
Wednesday 30 October 10.30-11.30am (Classroom)
Monday 4 November 1-2pm (Online via Zoom)
Records Managed SharePoint - Site Owner
Thursday 24 October 11am-12pm (Online via Zoom)
Thursday 31 October 11.45am-12.45pm (Classroom)
Content Manager
TBC - Enrol to be notified of next sessions
8. Share and catch up on the news!
You can find previous editions of the Records Services 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.
