Records & Information Update
March 2022
In this issue:
1. Digitisation Plans
2. Records Managed SharePoint Tips & Updates
3. Agreements
4. Content Manager - Has your area gone through a restructure?
5. File Management Lunch & Learn
6. Records Management Network
7. Training
8. Ways to Get in Touch
9. Share and catch up on the news
1. Digitisation Plans
New Digitisation Plan
Late last year we updated our Digitisation Plan Template to align with the latest standards and requirements from Public Record Office Victoria. Using the new template, we recently developed a new Digitisation Plan for Legal Agreements, which has been approved by Graeme Hairsine, Director, Information Governance Services. This allows us to compliantly destroy original hardcopy agreements and treat the digitised version as the official record. Digitisation plans are a collaboration between the business unit and Records & Information, and require official approval from a senior delegate in the business unit.
Please email us if you have any questions about the new digitisation plan: records-info@unimelb.edu.au
Also see our webpage for general information about digitisation
2. RMSP Tips & Updates
Can I save my documents directly into my Records Managed SharePoint library?
Yes you can. Watch the 3 min video below.
Can I bulk upload documents into my Record Managed SharePoint library?
Yes you can. Watch the 3 min video below.
3. Agreements
Records & Information maintains the University Legal Agreements Register. Standard agreements signed outside of the OneSpan Sign system and agreements not referred to Legal Services should be submitted directly to Records & Information via email: records-info@unimelb.edu.au, or via ServiceNow.
4. Content Manager - Has your area gone through a restructure?
If your business unit uses Content Manager and has gone through a restructure in the past 12 months, we would like to request a copy of your new organisational chart/s. This will ensure that the quality and accuracy of the data in Content Manager’s location directory in maintained with current and up to date information.
Simply send us an email with the new org chart to records-info@unimelb.ed.au.
For any questions or enquiries, please contact Records & Information records-info@unimelb.ed.au.
5. File Management Lunch and Learn
This month the Records & Information team participated in a File Management Lunch and Learn for University staff.
The session covered commonly asked questions on file storage options available to University staff, OneDrive syncing, file structures and recordkeeping.
A recording and notes from the session is now available online.
Thanks to Rina Gao and Digital Workplace Technology team for coordinating the event.
6. Records Management Network
Dates for 2022 are soon to be confirmed and communicated – watch this space!
7. Training
As the University moves away from it’s “virtual campus” into hybrid operations, training in Records Managed SharePoint & Content Manager will be hosted over Zoom to remain accessible to all.
Records Managed SharePoint:
22 March, 28 April, 24 May
Content Manager:
24 March, 13 April, 18 May
8. Ways to get in touch with us
If you can't find the answers to your questions on our website the Records & Information 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.
