Records Services Update - August 2018
In this issue:
- Records Management Network
- Did you know...? Content Manager for New Starters
- Upcoming event: Researcher@Library week
- Reminder for Content Manager users: Checking documents in after use
- New to the Knowledge Base Library
- Meet your Records team! Introducing: Laura Tanata
- Records Online Project Update
- From our friends in Procurement: Preferred Supply Arrangements
1. Records Management Network
We had a great turn out at the August meeting, with attendees coming along to hear from Sue Fairbanks (University Archives) and Jaye Weatherburn (Digital Preservation Project). Presentations from previous meetings are available online.
The next meeting will be held on November 8th, and will have a focus on information governance and security, including discussion of the EU General Data Protection Regulation in the University context - stay tuned for more details closer the event, but register now to make sure it's in your calendar!
2. Did you know...? Content Manager for New Starters
New starters don't need to attend training prior to getting access to Content Manager.
To start using CM, the staff member (or colleague on their behalf) simply has to complete the access request form so we can get them set up in the system. Once that's done, they can start using CM with guidance from their team and attend training at their earliest convenience.
Please be aware, though, that if training isn't completed in a timely fashion, access may be revoked!
3. Upcoming event: Researcher@
Library Week
From 27 -31 August, Researcher@Library is a week of workshops, exhibitions, seminars and tours, "enabling next generation scholarship".
On Thursday 30 August, Records Analyst Chris Stueven will be joining colleagues across University Services to discuss the range of resources and services available in support of research data management and dissemination. Book in for the session now, and check out the full program below:
4. 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, by going to 'Documents Checked Out' under 'Trays on the Shortcuts ribbon on the left of the CM screen. A Knowledge Base article is being created on the topic but in the meantime, please contact Records Services if you have any issues.
5. New to the Knowledge Base Library
We're continuing to add articles to the Knowledge Base, to make it easier for you to troubleshoot issues and access information when you need it.
Check out some recent additions:
- Content Manager - Getting Started
- Content Manager - How do I save and run a search?
- Content Manager - How do I refine or combine a search?
6. Meet your Records team! Introducing: Laura Tanata
Laura is our Records Officer, Legal Agreements & Contracts. She's primarily responsible for registering agreements and contracts in Content Manager, ensuring high quality scans and metadata, so you can find them when you need them!
Laura's first experiences with archives and records management were working at the National Archives in Canberra, while taking a break from her studies in classical harp. She's also a keen member of the Legal & Risk craft group.
Ask her about: knitting, working in collections, and playing the harp!
P.S. If you find any legal agreements and contracts, please send them to Laura via internal mail: Level 4, Alan Gilbert Building.
7. Records Online Project Update
The Records Online Project is running full steam ahead, implementing Records Managed SharePoint for a number of business areas around the University.
If you're interested in learning more, why not join one of the online Skype sessions? Sessions run for one hour and can easily be accessed online from your desk.
Alternatively, check out the videos on the Learning Hub, including these on 'What is a record' and 'Naming conventions for Records managed Sharepoint':
8. From our friends in Procurement: Preferred Supply Arrangements
The University has preferred supply arrangements for goods and/or services that include catering, laboratory consumables, scientistic equipment and many more. Engaging through the right internal channel, or buying from one of the existing preferred suppliers has several benefits for the University. To view existing supply arrangement or to find out more, visit: https://staff.unimelb.edu.au/finance-purchasing-travel/procurement-policies-and-procedures/preferred-suppliers’
For any enquiries, email procurement-enquiries@unimelb.edu.au