Records management
Records management across the University is overseen by the Records Unit.
Records are important as they tell us what, where and when something was done or why a decision was made. The Records Unit is available to help areas of the University manage these records including:
- Records awareness programs and support useful resources
- Management and maintenance of the TRIM records system
- Planning and control of disposal programs for inactive records
- Development and implementation of records management policies and procedures
What is a University Record?
A University Record is information created, received, used or maintained by the University in the pursuance of legal obligations or in the transaction of business that provides evidence of University activities (Adapted from AS SO15489.1—2002 Records Management). University records reflect what was communicated or decided or what action was taken and therefore constitute the evidence of activities.
- University records are also referred to as corporate records or official records.
- University records are those that have been created in the course of conducting a function or activity of the University.
- University records can exist in any format, including paper, electronic, graphic and audio.
- University records have specific retention requirements.
- University records should be captured in your work area’s recordkeeping system.
Policy, procedure and standards
Management and maintenance of all University records and information is governed by the Public Records Act 1973 (Vic). In addition, compliance with many other legislative requirements requires the appropriate creation, use and storage of records. The associated responsibilities of the University and of individual staff members are reflected in the University’s policies and procedures, particularly the Information and Records Management operational policy and procedure.
These are supported by the Information and Recordkeeping Standards and Guidelines(149KB), which will assist staff to comply with their information and records management responsibilities. These standards also contain information and data classification requirements, which support information security requirements, and will assist business areas in the management of their information.
Enquiries
Contact details for enquiries about University records, or if you are seeking advice or support, are provided under Advice and support.
