Records & Information Update
March 2021
In this issue:
1. Welcome 2021!
2. Records Managed SharePoint Tips & Updates
3. Microsoft Teams and Records Managed SharePoint
4. What Records Do I Need To Keep?
5. Records Policy Review
6. Records Management Network
7. Training
8. Ways to Get in Touch
9. Share and catch up on the news
1. Welcome 2021
The Records & Information team look forward to working with you throughout this year.
Here are just some of the exciting tasks we will be working on over the next year
• Continue with Records Management SharePoint engagements
• Annual Destruction program
• Welcoming a New Records & Information Analyst
• Review and update of the Records Management Policy
• Enabling external sharing within Records Managed SharePoint
• Introducing Self Learning Content Manager Online Modules
• Review RMSP Permission Security groups
2. RMSP
Document Library Lifecycle: as Records Managed SharePoint (RMSP) approaches its two year anniversary, this is your timely reminder that your RMSP documents have a default two year lifecycle after the date last modified before being transferred into the University’s enterprise recordkeeping system, Content Manager. Should you be required to retrieve an integrated document at any point, simple raise a request with Records & Information
What is Metadata? SharePoint does not require the use of folder structures to organise information instead it uses metadata. Metadata can also sometimes be described as properties or categories and is used as information descriptors or tags for your documents.
An example where you may have seen metadata before would be in an iTunes library with music. It has metadata describing the genre, artist, playlist, length, rating and more. Metadata is now used instead of sub folders to tag your documents with relevant information and is completely customisable to suit the work of your team.
Benefits of Metadata Metadata make it easier to locate, retrieve and organise your information.
External Sharing A Pilot of the external sharing feature is scheduled to take place this year.
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.What Records Do I Need To Keep?
Records created by staff that document business activities are university records and should be captured in Records Managed SharePoint sites, Content Manager if they are not otherwise captured in any other official University business system (e.g. Themis, StudentOne etc.).
It is the responsibility of all University staff to contribute to ensuring our corporate memory is complete, accurate and accessible.
5. Records Policy Review
We are currently in the process of undertaking a review of the Records Management Policy.
If you are interested in being a contributor or reviewer in this process, please get in touch
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: 18 March, 28 April, 27 May
Content Manager: 9 March, 20 April, 12 May
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.
