Records & Information Update
October 2021
In this issue:
1. Records & Information Website
2. Records Managed SharePoint Tips & Updates
3. Microsoft Teams and Records Managed SharePoint
4. Digital Preservation Project
5. Reminder for Content Manager users
6. Records Management Network
7. Training
8. Ways to Get in Touch
9. Share and catch up on the news
1. Records & Information Website
We have been working on improving on Records & Information website to ensure you have current and relevant advice at your fingertips. Some pages have how been refreshed with more on the way!
2. RMSP Tips & Updates
Can I set an Alert on a document/s to know when members have made changes to it?
Yes you can, You can set alerts on an entire library or just one document. Watch the 3 min video below.
How do I get a document back that i have accidently deleted ?
Click on the cog in the right hand top corner of your RMSP site. Click on Site content, in the top right hand corner of the site contents page you will see "Recycle Bin", Click on it and select the document you wish to recover
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. Digital Preservation Project
Have you ever tried to open a Word document from Office 95? Discovered your Apple iPhone uses a unique photo format that Windows cannot seem to open? Attempted to access files from an old Floppy Disk?
Information challenges like these are becoming more common than you may think…
Information Governance Services have partnered with Digital Stewardship (Research), University Archives and Project Services to develop a pathway for information to be preserved in an environment where records can be curated, stored, and accessed. With the volume of information considered permanent retention always growing, the Digital Preservation Project will support a proactive approach to these organisational challenges. The partnership will support the goals of the Digital Preservation Strategy 2015-2025 implementation roadmap.
For any questions or enquiries, please contact Records & Information records-info@unimelb.ed.au.
5. Reminder for Content Manager users: Checking documents in after use
Every time you open a document to edit in CM, it gets 'checked out', and it's really important to ensure that it gets 'checked in' when you close it, so that your changes are saved. While this should happen automatically, factors such as closing CM with documents still open or network drop-outs can cause a document to stay 'checked out' indefinitely.
We recommend checking all documents are 'checked in' before closing CM. The following KBA steps you through this process.
6. Records Management Network: 16th November
Save the Date! The next Records Management Network will be held virtually on Tuesday, 16th November 10am-11am. We will be sending further information out very soon.
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:
27 October, 25 November, 15 December
Content Manager:
14 October, 9 November, 9 December
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.
