Records & Information Update
June 2021
In this issue:
1. Meet your Records & Information team! Introducing: Dr Eva Samaras
2. Records Managed SharePoint Tips & Updates
3. Microsoft Teams and Records Managed SharePoint
4. Did you know ? "Storage"
5. Privacy Impact Statements
6. Records Management Network
7. Training
8. Ways to Get in Touch
9. Share and catch up on the news
1. Meet your Records & Information team! Introducing: Dr Eva Samaras
In late May we welcomed Eva to the Records and Information team as our new Records and Information Analyst. Coming from a background in archiving and digital preservation, Eva worked at Public Record Office Victoria for 7 years supporting the Victorian Electronic Records Strategy program including coordinating digital transfers, online communications and research projects. During this time, Eva also worked casually as a sessional tutor and researcher at RMIT University and the University of Technology Sydney (UTS). This year Eva completed her PhD at UTS, which explored records and archiving in the global film and television visual effects industry.
Eva is keen to support professional and academic staff at the University by providing expert records management advice and services, and contributing to the preservation of significant University records to help preserve the history and memory of the University.
Outside of the workplace, Eva enjoys reading sci-fi books, watching films and television series and dining out at Melbourne’s established and upcoming restaurants.
2. RMSP Tips & Updates
Just a reminder for RMSP Site Owners: Watch the video below to see how you can update the details of a Site Owner, Champion or Approvers details in your RMSP site
To add or remove user access to your records managed SharePoint site just watch the quick video below.
RMSP Libraries: Records Managed SharePoint libraries are designed to group individual documents of similar business functions in the one place. To further group and categorise our information within libraries, we use metadata instead of series of subfolders. This structure not only ensures the capture of your information in the enterprise recordkeeping system, but it also supports intuitive and sustainable navigation for site users. Watch the video on metadata to learn more about the benefits.
3. Microsoft Teams and Records Managed SharePoint
Have you been using Microsoft Teams for group chat and video? You can sync your Records Managed SharePoint document libraries to be accessible through MS Teams. This ensures documents are records-managed and a single source of truth for information can be viewed and shared.
4. Did you know? "Storage"
We provide physical storage for hard copy permanent University records and for hard copy records created and managed in the University's recordkeeping system Content Manager.
We currently store approximately 34,000 boxes of University records, comprising around 12,000 boxes in our on site storage areas and 28,000 boxes with our off site secondary storage provider. In addition, the University's Archives holds over 18,000 linear metres of historic and permanent records of the University.
We do not provide on-site storage for hard copy temporary University records that work units no longer have a business need for but are awaiting the expiration of their retention period prior to destruction. When these records have been reviewed in accordance with the University's disposal process, work units should make arrangements to store those records in storage areas available to them. Where local storage is unavailable, contact Records & Information for advice on external storage providers.
5. Privacy Impact Assessments
The Information Regulation team are the experts in any Privacy concerns. In the process of Privacy Impact Assessments it becomes a collaborative effort by Records & Information, Legal Services, Information Regulation & Cybersecurity.
A Privacy Impact Assessment (PIA) is a risk assessment tool designed to assist in identifying privacy-invasive impacts, and in identifying and evaluating solutions to mitigate privacy risks.
PIAs are undertaken as part of a sound risk management strategy, to assess whether it is safe to proceed to the implementation phase of a new project. They are also undertaken if changes are made to the way we collect, use, store or dispose of personal information.
6. Records Management Network: Next meeting
The next Records Management Network date is yet to be confirmed. In the meantime, let us know what you would like to hear about: records-info@unimelb.edu.au
Our next network meeting will, of course, be hosted virtually!
7. Training
For the duration of the University’s status as a ‘hybrid / virtual campus’, training in Records Managed SharePoint & Content Manager will be hosted over Zoom. 2021 dates are now available
Records Managed SharePoint:
21 July, 17 August, 15 September
Content Manager:
13 July, 11 August, 15 September
8. Ways to get in touch with us
If you can't find the answers to your questions on our website the records 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
9. 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.
