All Employees, contractors and consultants must make and keep full and accurate records of business activities (Public Records Act 2002). Effectivity Date P-RM 00 Page 2 of 32 REVISIONS Revisions to this Manual are made on a per-page basis as necessary to clarify, refine, or adapt new or changed requirements effecting changes in the records management procedures. An original record that is tangible and takes up physical space (e.g. For example, paper, electronic (including, but not limited to, emails, Microsoft word documents and Excel spreadsheets), microfilm, scanned images (PDF/A), audio-visual, photographs, maps and plans. Enterprise Information Management Services maintains an extensive suite of local processes to assist and support Employees, contractors and consultants in the management of the University's records and Information (refer to Section 7). Stage through which every (written or computerised) record goes through from its creation to its final archiving or destruction. An inventory consists of a complete listing of records by record series, together with descriptions and supporting information. Under this procedure the University reserves the right to access any University business record or Information, created or received in the ordinary course of business, irrespective of its Format or storage location. The ongoing usefulness or significance of records or artefacts, based on the evidential, administrative, financial, legal, informational and historical values that justify their permanent retention. Collaboration. It takes time to build a program, and depending on your resources, it certainly can be accomplished in stages. The approved Records Disposal Register must be retained for audit, legal and other business needs in accordance with the authorised Retention and Disposal Schedules. This procedure defines the controls needed for the identification, storage, protection, retrieval, retention time and disposition of records. This section includes basic information regarding the maintenance of active paper files. Policy Number: OGC-4 Effective Date: July 1, 2014 Responsible Officer: General Counsel I. Authorised to approve disposal of University Records as specified in relevant Regulatory Compliance Instruments. Work with the Records Manager to resolve questions or confusion about the interpretation or implementation of records policies and procedures. If you have a popup blocker, either disable it or permit popups to run from this website. paper or microfilm). Concerned with the protection of Information from unauthorised use or accidental modification, loss or release. Records Management Regulations, Policy, and Guidance. Retrieved November 22, 2017, from policies.griffith.edu.au/pdf/Records%20Management%20Policy.pdf. We also publish 12 Local Retention Schedules with about 1500 records series for Local Governments and the Texas State Records Retention Schedule (RRS) 4th edition for State Agencies. This topic describes the planning steps that you should take to help make sure that the records management system that you implement based on SharePoint Server will achieve your organization's records management goals. Where possible, records and Information management requirements should be considered and embedded within University Policy and Procedures by the Accountable Officer. The Accountable Officer may nominate a Responsible Officer to manage this on their behalf....moreThe person or entity accountable for the Policy or Procedure including development, implementation, monitoring and review. The purpose of this policy is to provide guidance and direction on the creation and management of information and records and to clarify staff responsibilities. Scope: This procedure applies to all University of Wisconsin -Whitewater employees and departments/units. Purpose. One of the first priorities for any business intent on getting its house … 3. (10 pages, 2125 words) The Records Disposal Register must be signed by the organisational unit manager and forwarded to the Manager (Enterprise Information Management Services) for final approval. The Records Management policy establishes a framework for the implementation of the University's records management programme and ensures that full and accurate records of the University's activities are created, captured, maintained, made accessible, stored and legally disposed of in accordance with legislative requirements. standardized through its management‐approved office responsible, and retention schedule. Mr. Charles Gilliland Public Information Officer Tarleton State University Box T-0835 Stephenville, Texas 76402 Managers/supervisors (organisational units). This procedure provides a summary of the requirements for OHS records management at Monash University in accordance with the legislation outlined in section 7.1 of this document, the University Records and Archives policy and with Standards AS/NZS 4801:2001 A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Can be used interchangeably with the word Units. Section 1 - Definitions (1) The Definitions listed in the Records Management Policy apply to this Procedure. Information and Records Management - Procedures. They are irreplaceable, or would require significant resources to recreate, and contain Information needed to re-establish the University in the event of a disaster and satisfy ongoing core business responsib... Records that are essential for the ongoing business of the University, without which the University could not continue to function effectively or protect its Assets and interests. All updates to Records Management Procedures and Records Retention Schedules are posted to the website. They should include the management of all records and media types, including email. Records management addresses the life cycle of records, i.e., the period of time that records are in the custody of University offices. The responsibilities of these roles are listed in the following table: Vice-Chancellor (as Chief Executive Officer), Ensure the University makes and keeps full and accurate records of its activities according to the relevant Regulatory Compliance Instruments (Public Records Act 2002, s.7), Manager (Enterprise Information Management Services). These provide more in-depth answers to some of the topic discussed in the Records Management FAQ page, as well as some additional topics. It also helps you ensure compliance with government laws and industry regulations. The person bearing the title of Vice-Chancellor and President, or as otherwise defined in the University of Southern Queensland Act 1998, including a person acting in that position....moreThe person bearing the title of Vice-Chancellor and President, or as otherwise defined in the University of Southern Queensland Act 1998, including a person acting in that position. A records … Access and Security of University Records Access to University records is only permitted by authorised University employees who require access for … 4. Scope: This procedure applies to all University of Wisconsin -Whitewater employees and departments/units. This policy addresses the management, retention and disposal of all records received, created, generated, or maintained by the College and applies to all departments of the College. 5. The Accountable Officer may nominate a Responsible Officer to manage this on their behalf. Any recorded information created or received that provides evidence of the decisions and activities of the University while undertaking its business. All organisational units must use the relevant authorised Retention and Disposal Schedules for the purpose of Appraisal, retention and disposal of all University Records and Information, irrespective of Format and storage location. Records Management Consulting Service in Stephenville on YP.com. These provide more in-depth answers to some of the topic discussed in the Records Management FAQ page, as well as some additional topics. Its availability is furthered by an automated indexing and retrieval method, the Directory of Records database. Procedure. Information Management Committee Providing leadership, direction and strategic advice on the planning and delivery of the Information Management Strategy, Roadmap and Action Plan in alignment with USCs Planning Framework. Overview of records management planning. The life cycle usually consists of three stages: Creation or receipt. Any recorded information created or received that provides evidence of the decisions and activities of the University while undertaking its business. 1.6: Staff and contractors understand the records management responsibilities of their role, the need to make and keep records, and are familiar with the relevant policies and procedures. Records that are essential for the ongoing business of the University, without which the University could not continue to function effectively or protect its Assets and interests. Records Management: is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records (AS ISO 15489). Establish a records management team to develop and implement a strategic plan for the program … A person who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled....moreA person who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled. This procedure outlines the responsibilities of University Members and provides processes to assist in the implementation of the Records and Information Management Policy. For more information on capturing full and accurate records, refer to the Records Management Procedure – Capturing and Classifying University Records. Employees are urged to visit this website to keep up to date as changes to the procedures and/or the Records Retention Schedules can and do occur. Curtin Information Management and Archives is responsible for developing and implementing policies, procedures, systems, tools and techniques, training and support programs, and monitoring compliance with records and information management policies and procedures, and advising senior management of any risks associated with non-compliance. In this article we’ll discuss the nine rules for records management best practices for implementation in your organisation. Records Management Procedure 1. Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or receipt to its eventual disposition. Records Management Procedure 6701‐PR1 Directory of Records Classification 0650 10 2 of 18. Although many of the files we currently create may be electronic, we will always have to cope with paper files. In this section, you can learn about how to define a record, and what the records lifecycle looks like. Any collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. As described in the General Retention and Disposal Schedule, records with a low or limited value required to be kept for a short period of time; i.e. All University Records and Information, with the exception of short term or transitory value records, must be captured in a compliant records management system or a University supported business system. University of the Sunshine Coast. The Records Management Procedure will be communicated throughout the University via: An Announcement Notice under ‘FedNews’ on the ‘FedUni’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure. Select the title of the lesson. Matters requiring interpretation of the relevant Retention and Disposal Schedules should be referred to Enterprise Information Management Services for investigation and advice. INTRODUCTION 1.1 This procedure effects and is subject to the conditions of the BTP Records Management Policy. A person who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled.... A person who is admitted to an Award Program or Non-Award Program offered by the University and is: currently enrolled in one or more Courses or study units; or not currently enrolled but is on an approved Leave of Absence or whose admission has not been cancelled. Ensuring the authenticity and availability of records over time can help your organization achieve its mission. The records management process is the records lifecycle from creation, usage and maintenance, to destruction or archival preservation. This procedure applies to all (insert company name) documentation and records. It is one of the processes by which information important to the business is received, stored, retrieved, and ultimately destroyed. Get in touch and find answers to frequently asked questions. Records Management Publications Our bulletins outline the laws, rules, standards, and best practices for local governments and state agencies in Texas. Records remain legible, readily identifiable and retrievable. (2015). The person or entity accountable for the Policy or Procedure including development, implementation, monitoring and review. Responsible Officer Vice President Next scheduled review September 2021 system used to control an organization's records from the creation of the record until the record is archived or destroyed policies.griffith.edu.au/pdf/Records%20Management%20Policy.pdf. See the Records Management - Physical Records Storage Procedure for more information. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form. RECORDS MANAGEMENT PROCEDURE Approving authority Executive Management Team Purpose The purpose of this procedure is to define policy and procedures for records management. PROCEDURES MANUAL Records Management Office Ref. We acknowledge the traditional owners of the lands on which the University of Southern Queensland stands. A free copy of Acrobat Reader may be obtained from Adobe. Griffith University. The correct management of information and records as defined by these procedures and related policy. ICT Services is responsible for management of the electronic Disaster Recovery process. They are irreplaceable, or would require significant resources to recreate, and contain Information needed to re-establish the University in the event of a disaster and satisfy ongoing core business responsib...moreRecords that are essential for the ongoing business of the University, without which the University could not continue to function effectively or protect its Assets and interests. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form....moreAny collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. The State and Local Records Management Division (SLRM) provides an infrastructure for managing Texas public records. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records....moreAny recorded information created or received that provides evidence of the decisions and activities of the University while undertaking its business. Deputy Vice-Chancellor (Enterprise Services), Records and Information Management Policy, Electronic Transactions (Queensland) Act 2001, Financial Accountability Act 2009, Financial and Performance Management Standard 2019, General Retention and Disposal Schedule (GRDS), Higher Education Standards Framework (Threshold Standards) 2015 - Domain 7, Information Standard 18: Information Security, Public Interest Disclosure Act 2010, Right to Information Act 2009, University Sector Retention and Disposal Schedule, Handling Personal Student Information Policy and Procedure, ICT Information Management and Security Policy, Public Interest Disclosure Policy and Procedure, Engagement of Cloud Computing Services Procedure, Information Asset and Security Classification Procedure, Research Data and Primary Materials Management Procedure, Records and Information Management Audit and Compliance Plan (restricted use), Records and Information Management Framework, Terms defined in the Definitions Dictionary. The system(s) used should have regard for the Information Lifecycle and the minimum Retention Periods provided in the authorised Retention and Disposal Schedules. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University.... A person employed by the University and whose conditions of employment are covered by the USQ Enterprise Agreement and includes persons employed on a continuing, fixed term or casual basis. Ownership of all University business records (and Information) is vested in the University - refer to s. 9(1) of the Public Records Act 2002, unless otherwise agreed. Personally responsible for the records and Information, created or received by them, in the performance of their duties and under their control, including the disposal of University Records and Information (refer Section 4.9). To establish processes to manage the University's records and Information management environment throughout the Information Lifecycle. This Advice identifies the benefits of having a Records Management policy, and outlines the steps involved in its development and implementation. Organisational units are encouraged to undertake, where possible, an annual cull of University Records and Information eligible for disposal; i.e. Scope. A number of University-supported business systems with varying levels of recordkeeping capability are available for the capture and management of University Records and Information. Records Management Procedure 6701‐PR1 Directory of Records Classification 0650 10 2 of 18 Procedure Procedure standardized through its management‐approved office responsible, and … assessed as at the end of the Information Lifecycle. University Records and Information need to be identified and retained in a useable form for a minimum period as specified in an authorised Retention and Disposal Schedule (refer to Section 4.10). ... Filing Practices and Procedures Menu. Records management is an important part of your overall information governance strategy. In addition, the following definitions also apply: Retention and Disposal Authority are documents issued by the State Records Board NSW that specify the time periods for which particular classes of Records must be retained. Any collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. The Accountable Officer may nominate a Responsible Officer to manage this on their behalf. The provider will use secure confidential bins for collection, or an appropriate alternative by special arrangement with the Environmental Office. The timely and authorised destruction of records and Information is essential for ongoing and effective management (refer to Section 4.9). The IT Records Management Procedure helps manage your company’s IT records consistently and efficiently ensuring safety, availability, accountability and security of the records. Requests to Tarleton State University Offices under the Texas Public Information Act must be in writing, submitted by one of the methods listed below, and directed to the designated public information officer.. 4. Intent: To provide University of Wisconsin-Whitewater employees with uniformed guidelines for the retention and disposition of public records in accordance with records management policies and best practices. Enterprises make it harder for themselves by treating records management as an afterthought, instead of an intrinsic part of their everyday operations. Establish records management policies and procedures. A legal document issued by the Queensland State Archivist to authorise the disposal of public records, including University Records.... A legal document issued by the Queensland State Archivist to authorise the disposal of public records, including University Records. Easy-to-destroy records Note that records from Class 1 of the GDA for destruction. * This file is available in Portable Document Format (PDF) which requires the use of Adobe Acrobat Reader. Procedure. It can be a complex process, and once the program is launched, it will regularly need to be worked, updated and grown. Retrieved November 22, 2017, from www.usc.edu.au/explore/policies-and-procedures/Information-and-records-management-procedures. The lesson will open in a new window. Public Records Act 2002 (Qld) s. 9(1) (Austl). The Ingquza Hill Municipality follows sound procedures for the security, privacy and confidentiality of its records. This is pretty simple. The system(s) used should have regard for the Information Lifecycle and the minimum Retention Periods provided in the authorised Retention and Disposal Schedu… Further Information concerning access to, or amendment of, personal Information is available from the University's website (refer to Section 7). It provides records management processes for the records staff, recordkeeping processes for the records coordinators and end users and, when applicable, specific procedures for business units. The Records Management Policy summarises the legal context and establishes a framework by which Libraries NI will manage the records it … Concerned with the protection of Information from unauthorised use or accidental modification, loss or release....moreConcerned with the protection of Information from unauthorised use or accidental modification, loss or release. the records management program. They are irreplaceable, or would require significant resources to recreate, and contain Information needed to re-establish the University in the event of a disaster and satisfy ongoing core business responsibilities. Respond immediately to legal or administrative notification of holds on destruction of records relevant to litigation, government investigation, audits, or other legal or administrative matters. The University will ensure that a Certificate of Destruction is issued by the contracted service provider for each service. The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. Yet records management compliance needn’t be this difficult. Document and Records Management Procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. Records Management Policy. This is pretty simple. These steps can be further explained as: Create or receive. records management systems, as follows: • all staff to ensure AIHE’s records are recorded, managed and disposed of using the AIHE records management systems; and • all records contained in the records management systems shall be securely stored and used in accordance with ICT Policy and Procedure. Records Management SOP Page 3 of 10 Standard Operating Procedure SOP Ref: SOP/156/08 NOT PROTECTIVELY MARKED Version 1.2 February 2009 RECORDS MANAGEMENT STANDARD OPERATING PROCEDURE 1. Assign team responsibilities and authorities: The records inventory identifies what information your organization has to manage, including physical and electronic, and is essential to a good records and information management program. 5. An external obligation provided in Regulatory Compliance Instruments....moreAn external obligation provided in Regulatory Compliance Instruments. This procedure applies across the University and is supported by local processes. Detail any specific rules and regulations your organization is meeting by implementing this policy and any additional considerations. In this section, you should outline the purpose of the policy and detail the business drivers for creating it. The inventory will help you identify which materials your organization considers: Review organizational repositories checking for records that are stored in: Developing your records management policy will be dependent on your organization’s culture. Enterprise Information Management Services is responsible for the ongoing development, delivery and maintenance of appropriate records and Information management training and support programs, and other related resources for all University Employees. Further Information concerning administrative access arrangements or Right to Information processes is available from the University's website (refer to Section 7). A process that meets the requirements of the source records disposal authorisations, showing a considered approach has been developed and documented, and is auditable or usable as evidence to prove that all relevant conditions and requirements can be or have been met. Prioritise Security and Privacy. The University’s Records Management Procedures are available at http://records.compliance.uconn.edu/. The physical form, medium or computer file format in which a record is maintained or Information is stored. www.usc.edu.au/explore/policies-and-procedures/. Find a researcher, research supervisor or a USQ expert. All Employees, contractors and consultants must make and keep full and accurate records of business activities (Public Records Act 2002). OFFICIAL FILES - An accumulation of official records documenting an action or providing valuable information. Your policy should include: All staff, contractors and records coordinators need to be trained and know their records management responsibilities. These include, but are not limited to, contracts, deeds, memoranda of understanding, licences, evidence of ownership of physical and intellectual property, and other records documenting the legal authority or rights of the University. Editing old processes and actions and best practices for implementation in your organisation and industry regulations ( written or )... Can help your organization will reap the many benefits of a complete listing of records and management! 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