Records & Information Update
December 2020
In this issue:
1. What a Year !
2, Disposal advice for staff leaving or relocating
3. Microsoft Teams and Records Managed SharePoint
4. Thank you & farewell
5. Records Management Network
6. Training 2021
7. Ways to Get in Touch
8. Share and catch up on the news!
1. What is Year!
There is so much we could say about this past year, but despite the challenges, Records & Information have achieved some great wins. Here are just a few highlights:
• Review and update of the Records & Information Website, including the publication of a newly reviewed Records Disposal Toolkit
• Successful Content Manager integration with the new Case Management System (Resolve) for student grievances, complaints, and appeals
• Quickly implemented workaround for physical records retrievals to be retrieved via a scan-on-demand service through our external storage provider
• Hosted a virtual event for our colleagues in the Victorian Higher Education Records Management & Archives Group (VHERMAG) to connect and share experiences in the WFH environment
• 249 new Records Managed SharePoint sites have been provisioned since the start of the year
• Over 200,000 objects captured in the enterprise recordkeeping system, Content Manager, through our integrated solution – Records Managed SharePoint to date
• A 52% increase of objects captured in Records Managed SharePoint In the six months following the University’s transition to a virtual campus compared to the six months prior
• Getting archive boxes delivered in a pandemic! With thanks to Campus Assist, and Geoff at Archival Survival who brought them down from Wangaratta!
The Records & Information Team would like to thank you for your continued engagement and flexibility during 2020 and we look forward to working with you in 2021.
2. Disposal advice for staff leaving or relocating
Staff who are leaving or relocating need to ensure that records they are responsible for are managed appropriately . This could range from capturing significant emails to dealing with original hardcopy records. Allocating time will ensure that staff are not overwhelmed by the disposal tasks in the final days prior to leaving or relocating.
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. Thank you & Farewell !
One of our valued team members, Carmela Gallo will be leaving us at the end of the year.
Carmela has been working in Records & Information (under its many names and forms) at the University for over 12 years now. Carmela has lead and contributed to a number of records and information management objectives across the University.
While we are sad to farewell Carmela, we are very excited for her next adventures. On behalf of all of us in Legal & Risk, and especially Records & Information, we would like to say a big thank you. You will be missed and we wish you all the very best.
5. 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!
6. 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 2021 dates are now available
Content Manager 2021 dates are now available
7. 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
8. 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.
