Records & Information Update
October 2020
In this issue:
- What is a Record
- Destroying Confidential Paper Records
- Microsoft Teams and Records Managed SharePoint
- Migrating documents from my shared drive into a Records Managed SharePoint Site
- Legal Agreements & Contracts Submission to Records & Information
- Records Management Network
- Upcoming training
- Ways to Get in Touch
- Share and catch up on the news!
1. What is a Record
University record means recorded information, in any format (e.g. electronic, paper, image) created or received by staff of the University in the course of conducting their University duties. They should be captured to ensure that the University has records that:
- Relate to, document, or provide evidence of business activities of an individual staff-member, Faculty or business unit, or of the University as a whole
- Record decisions, decision-making processes, advice and/or direction
- Support the corporate memory of a business unit, a Faculty and/or the University as a whole.
Records should be created to:
- Protect the rights and interests of individuals and the University
- Explain and justify the actions of the University and its employees
- Document and explain the decision-making of the University
- Provide a history of an activity
- Determine that the policies and procedures of the University were followed during the conduct of that business.
Therefore a record must show: what occurred; when it occurred; how it occurred; what the transaction was; who participated, and what was the outcome.
2. Destroying Confidential Paper Records
Use confidential destruction bins
The University has a contract for the provision of secure destruction services.
3. Microsoft Teams and Records Managed SharePoint
Have you been using Microsoft Teams for group chat and video? Records Managed SharePoint document libraries can be connected to MS Teams. This ensures documents are records-managed and a single source of truth for information can be viewed and shared.
4. Migrating documents from my shared drive into a Records Managed SharePoint Site
You should migrate electronic documents that meet the following criteria:
- Active documents, i.e. anything created/updated/viewed/ from the last 1-2 years
- Permanent records and records required to be kept for more than 7 years and not yet time expired (please refer to the Retention and Disposal Authority to identify these records)
- Other earlier records which are still being updated
- Reference material created by unit such as templates
It is recommended that the shared drive be switched to read-only once the Records Managed SharePoint site is implemented, enabling access ongoing, and movement to the Records Managed SharePoint as needed.
If you are unsure, please contact Records & Information for support: records-info@unimelb.edu.au
5. Legal Agreements & Contracts Submission to Records & Information
Content Manager (CM) is the University’s Legal Agreements Register. Records & Information 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 & Information by way of RIC Contracts and/or Legal Services) and nominated “Safe Custody Documents”
Following execution, Standard agreements and Safe Custody Documents should be scanned and emailed to records-info@unimelb.edu.au for registration and the hard copy should be sent to Records & Information via internal mail for safe keeping.
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. Upcoming Training
For the duration of the University’s status as a ‘virtual campus’, training in Records Managed SharePoint & Content Manager will be hosted over Zoom.
Records Managed SharePoint Next sessions: Wednesday, November 11th – 1pm to 2pm or, Tuesday, December 8th – 10am to 11am
Content Manager Next session: Tuesday, November 3rd – 10am to 12:30pm or Wednesday, December 9th - 10am to 12:30pm
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.
