Records & Information Update
June 2023
In this issue:
1. Wins at the Sir Rupert Hamer Awards
2. New Identity Verification Retention Requirements
3. Preventing Over Retention of Records
4. Records Managed SharePoint (RMSP) Resources
5. Upcoming Training
6. Ways to Get in Touch
7. Share and catch up on the news
1. Wins at the Sir Rupert Hamer Awards
The Sir Rupert Hamer Records Management Awards is an initiative of the Public Records Advisory Council (PRAC) which provides advice to PROV and the Minister for Government Services on the administration of the Public Records Act 1973. The Awards, established in 1998, recognise excellence and innovation in records management within the Victorian Public Sector; showcasing projects that reflect innovation and dedication to best practice recordkeeping and the preservation of records of permanent value.
We are pleased to announce we received 2 awards for our nominations for the delivery of the Digital Preservation Program in partnership with our colleagues in SASS, and the implementation of our Records Managed SharePoint solution.
You can read more about the University’s wins here
Left to Right - Lars Alvik (Digital Stewardship SASS), Dr Eva Samaras (Records & Information), Ellie Powell (Records & Information) and Jaye Weatherburn (Digital Stewardship SASS) Image courtesy of Public Record Office Victoria. Photographer Claryssa Humennyj-Jameson.
2. New Identity Verification Retention Requirements
As part of our work at the University, work units collect copies of different types of identity records such as birth certificates and driver licenses to verify student and staff identity. A new Victorian recordkeeping standard was recently issued, which says these records are now to be destroyed after the verification process is completed. See new class 1.11.1 in the University Records Retention and Disposal Authority Please contact us if you have any questions.
3. Preventing Over-retention of Records
Its important that all staff take steps to minimise the risk of over-retention of records. Over-retention occurs when work areas retain records beyond the minimum required retention period outlined in the University Records Retention and Disposal Authority.
To learn more please refer to our new Knowledge Base Article
4. Records Managed SharePoint
How do I upload multiple documents into a SharePoint library in bulk?
How do I collaborate on a Word document stored in a SharePoint Library?
5. Training
As the University continues to operate as a hybrid working environment, training in Records Managed SharePoint & Content Manager will continue to be hosted over Zoom to remain accessible to all. Upcoming training dates below:
Records Managed SharePoint:
July 26, August 23, September 21
Content Manager:
July 17, August 16, September 14
6. 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
7. 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.
