Records Services Update
December 2018
In this issue:
- Seasons Greetings from the Records Services team!
- Content Manager users: November system upgrade
- Reminder: Contract extensions and Content Manager
- Did you know...? Support for managing hard copy records
- Meet your Records team! Introducing: KT Pham
- Records Online Project Update
- So...what do you think?
1. Seasons Greetings from the Records Services team!
As we all hurtle towards the end of year University shut-down, we'd like to take a moment to thank you for your time and energy this year.
Whether we've crossed paths in training, facilitated hard copy records disposal, seen you at a Records Management Network meeting, or interacted on some other front, we appreciate your continued engagement with records management at the University, and wish you a happy and refreshing break.
Feeling festive in Legal & Risk, complete with archival-quality gift boxes (of course)
2. Content Manager users: November system upgrade
Thank you all for your patience during the recent upgrade process. We do appreciate that it can be inconvenient and at times frustrating but it must be done!
If you are experiencing any issues in the wake of the upgrade, please don't hesitate to get in touch.
3. Reminder: Contract extensions and Content Manager
Content Manager access is not linked to the Active Directory, so when a fixed term or casual contract is extended or renewed, we need to know or else the staff member will be unable to access Content Manager.
With many contracts ending and being renewed during the Christmas/New Year shutdown, please take a moment to let us know if you or your team member has been extended so we can update their system profile.
4. Did you know...? Support for managing hard copy records
A key service we offer is free off-site storage for any hard copy University records that are no longer required for immediate business use. This applies both to records that need to be kept permanently (eventually housed at the University Archives) and those that need to be kept for a specified period of time to meet legislative or business requirements before they can be destroyed.
During the 'quiet'/'student-free' time of December and January, many areas seize the opportunity to go through forgotten or ignored cupboards, filing cabinets, store rooms and basements. If while doing so you come across any hard copy records that you no longer require frequent access to, or doubt still need to be kept, please consider getting in touch and setting up a transfer of records into our custody.
5. Meet your Records team! Introducing: KT Pham
KT has worked in records management at the University of Melbourne for 7 years, with previous stints in local and state government.
KT keeps a low profile but if you've been lucky enough to have her help you out, you'll know she's our expert on data quality and consistency. An invaluable part of our team, she ensures systems work smoothly, conducts audits, and cleans up data (sometimes just for fun!).
Ask her about: data quality, great customer service and how to get things done!
6. Records Online Project Update
Records Managed SharePoint has gained momentum!
- 158 sites implemented during the past 3 months
- Total user access jumping to 1064 staff
- Areas of Melbourne Vet School, Infrastructure Services and Faculty of Fine Arts and Music working with the project
- Melbourne Law School completely transitioning to Records Managed SharePoint
- 208 staff attended Skype training sessions
- Over 1400 unique user accesses to the Learning Hub over the last 3 months
With positive feedback on the content and experience, we are extremely happy that our users are engaging with the online self-service learning resources.
The project team are looking forward to working with the Records Services team in the new year, as we approach handover to "business as usual", supporting the team for a successful transition.
7. So...what do you think?
Thanks for taking the time to read this Records Services Update! Hopefully you've been finding these bi-monthly missives useful and/or interesting.
We're trying to communicate more proactively to better inform you, our community, of what's going on and what services exist to support you. If you have any feedback on what you've either liked or found irrelevant, or items to include in future updates, please do get in touch.
Best wishes for the holidays and keep an eye out for our next update in 2019! - Imogen, Ed.