Records Services Update
April 2019
In this issue:
- Coming Soon: Information Awareness Month & Privacy Awareness Week
- An updated University Records Retention and Disposal Authority
- Reminders for emailing Records Services
- Smart Contracts Project Launch
- Meet your Records team! Introducing: Fiona McRostie
- Records Managed SharePoint Update
- Catch up on the news
1. Coming Soon: Information Awareness Month & Privacy Awareness Month
It's almost May, which means it's almost Information Awareness Month! The purpose of Information Awareness Month (IAM) is to increase public awareness of the role that information plays in day to day activities and the value of good information practices and policies. We are marking the occasion with a focus on Records Managed SharePoint.
Check out our events below:
Additionally, Privacy Awareness Month runs from Sunday 12 May to Saturday 18 May 2019, and there will be a number of events run across the University. Keep an eye as more details are released.
2. An updated University Records Retention and Disposal Authority
What is it?
The University Records Retention and Disposal Authority (RDA) sets out the requirements for the destruction of all types of University records, in line with legislative and business needs. The resource is an instrument under the Records Management Policy and supports the application of the University Privacy Policy.
What information is subject to the University Records RDA?Any recorded information, in any format (e.g. electronic documents, data, hard-copy material) created or received by staff of the University in the course of conducting their duties.
What has
happened?
Records Services worked with internal stakeholders and the Public Record Office Victoria to reduce the number of categories and streamline the data retention rules to ensure it is easier to embed compliance requirements into University systems.
What are the key changes?
The number of categories has been reduced from 1304 to 364, the user experience has been improved by moving the resource to the University of Melbourne web environment, and there's a new numbering schema.
Content Manager users, please note that any new folders created will need the new classifications/categories and numbers applied.
How can I find out more?
Please contact Records Services.
3. ServiceNow updates
Reminders
Emails to records-services@unimelb.edu.au automatically generate a ticket in ServiceNow, enabling the team to allocate and track our enquiries in a timely and transparent fashion.
However, due to limitations of ServiceNow, there are occasions when a ticket will not be created:
- If records-services@unimelb.edu.au is only cc-ed and not a primary recipient of the email
- If email attachments exceed 25MB in size
To ensure your enquiry is promptly actioned, please email records-services@unimelb.edu.au directly, and make sure any attachments do not exceed the 25MB limit. And if you have any questions, please don't hesitate to pick up the phone and contact us on x43534.
New
In addition to emailing us, you can now also lodge an enquiry with us directly through the Staff Services portal, in Legal & Risk 'Request Something'.
4. Smart Contracts Project Launch
Records Services and Procurement are pleased to introduce an email notification system for contracts. This email notification system will assist contract managers in the management of supply agreements that have been registered into the University Contract Register (Content Manager).
If you are a contract manager you will receive the following email notification at various stages:
- Email notification stating that the agreement has now been registered with Records Services for safe-custody and will appear in the University Contract Register
- Email notification 90 days prior to the date on the Contract expiring
- Email notification 30 days prior to the date on the Contract expiring
All email notifications will contain a link to view and/or download the contract, so that any required action can be taken.
5. Meet your Records team! Introducing: Fiona McRostie
Fiona has worked at the University for 23 years starting as a casual in Central Records. Over the years she has held various roles within the records management team and currently works as a Records Analyst (Systems).
In her current role, Fiona supports our records management systems integrations and assists in resolving technical issues, among other things.. Fiona is also a certified Trainer and a Mental Health First Aider.
In her life before the University, Fiona had her own clothing label, and has been known to still dabble in making 18th century French court gowns!
6. Records Managed SharePoint
If you haven’t had a chance to attend a Skype session, why not join this week! We have both General User sessions and sessions for Site Owners.
If you haven’t used Skype before, the support guide will help you get set up.
Don’t have time to attend a live session? Head to the Learning Hub and help yourself to our extensive range of learning support resources.
7. 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.
