Records Services Update
August 2019
In this issue:
- Legal Agreements & Contracts: Submission to Records Services
- Spotlight on: Over-retention of data
- Records Management Network: Next meeting
- Meet your Records team! Introducing: Ellie Powell
- Records Managed SharePoint tip: Filters and views
- Upcoming training
- Share and catch up on the news!
1. Legal Agreements & Contracts: Submission to Records Services
Content Manager (CM) is the University’s Legal Agreements Register. Records Services capture the following records in CM.
- All University standard agreements (including standard research contracts)
- Non-template agreements (which come to Records Services by way of Legal Services)
- Third party research agreements (which come to Records Services by way of RIC Contracts and/or Legal Services)
- Nominated “Safe Custody Documents”.
Following execution, Standard agreements and Safe Custody Documents (listed below) should be scanned and emailed to records-services@unimelb.edu.au for registration and the hard copy should be sent to Records Services via internal mail for safe keeping.
2. Spotlight on: Over-retention of data
In light of recent data breaches reported by ANU and the Australian Catholic University, it's timely to remember how over-retaining data, i.e. storing records for longer than necessary, can increase the risk of information being accessed by third parties.
Some actions to reduce the risks include:
- only collecting data that is directly required for the business/activity
- destroying data promptly and securely in line with the University Records Retention & Disposal Authority
- undertaking a Privacy Impact Assessment for systems and processes where personal, sensitive and/or health information is being collected
Further information on securing data can be found on the websites for Records Services, Privacy and Cybersecurity.
3. Records Management Network: Next meeting
The next Records Management Network meeting is being held on Friday the 16th of August, 10-11.30am.
This month, join us to hear from Helen Thomson (Manager, University Copyright Office) on recent amendments to the Copyright Act and how they intersect with records management and the way we work at the University. As always, there will be a chance to network and converse with colleagues and the Records Services team over a cup of tea or coffee. All are welcome!
4. Meet your Records team! Introducing: Ellie Powell
We welcomed Ellie to the team just 6 weeks ago, as the new Manager, Records Services.Ellie more or less fell into records management when completing a Traineeship in Business Services with the Department of Health & Human Services, finding that a lot of the work really suited her personality. At the Department, she moved on to work across a number of different areas, including Operational Records Management, working on appraisal of State Ward
recordsidentified through a large scale internal project, on the research phase of Child Protection & Public Housing Digital Transformation project and on the state-wide deployment of Content Manager.
Ellie is excited about the University's culture of compliance-by-design and the importance placed on putting the customer first. She likes looking at the ideal customer experience when it comes to information management, balancing compliance requirements to find the best way to enable individuals to focus on the delivery of their work with minimum effort.
Outside of work, she is an enthusiastic boxer!
5. Records Managed SharePoint tip: Filters and views
To get the most out of your Records Managed SharePoint, use the metadata tags in libraries to filter and sort documents.
Click the video below to find out how:
6. Upcoming training
We offer user training in both Records Managed SharePoint and Content Manager. The next sessions available are:
Records Managed SharePoint - Getting Started
Tuesday 6 August 10-11am (Online via Zoom)
Wednesday 21 August 10-11am (Online via Zoom)
Tuesday 27 August 1-2pm (Classroom)
Records Managed SharePoint - Site Owner
Tuesday 13 August 10-11am (Online via Zoom)
Tuesday 27 August 2.15-3.15pm (Classroom)
Wednesday 28 August 10-11am (Online via Zoom)
Content Manager
Friday 9 August 12-2pm (classroom)
7. Share and catch up on the news!
You can find previous editions of the Records Services 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.
