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. 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). Should the University exercise its right to not disclose the requested Information under the administrative access process, a person has the right to access the Information, under the Right to Information Act 2009, subject to the limitations of the legislation. These policies define what information your organization must keep as a record, the procedures for managing those records, their retention periods, and procedures for ensuring their secure destruction. RECORDS CREATION University of the Sunshine Coast. Transfer of inactive records must be completed as outlined in the Records Management Procedure – Retention and Disposal of University Records. The records need to be stored securely until they can be destroyed. 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. 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. Its availability is furthered by an automated indexing and retrieval method, the Directory of Records database. Records and Information, created or received by the University are managed, maintained and made accessible for as long as required to meet accountability, legal, administrative, financial, research and community requirements and expectations. and Records Management - Procedures. 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. 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. policies.griffith.edu.au/pdf/Records%20Management%20Policy.pdf. until business use ceases. Select the title of the lesson. 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. Before you put a new process in place, you should understand the … 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. ADMHE08 Records Management Procedure 2019.1 Page 1 of 5 Australia Institute of Higher Education Pty Ltd. ABN 70 117 349 256. Can be used interchangeably with the word Units. * This file is available in Portable Document Format (PDF) which requires the use of Adobe Acrobat Reader. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. Establish records management policies and procedures. Users who are unable to access information in PDF should email policy@usq.edu.au to obtain this information in an alternative format. University Records and Information should not be maintained (archived) in email folders, private accounts, personal drives or external storage media as these lack the necessary records management functionality. the records management program. These records or artefacts have enduring value to the agency, and therefore need to be kept indefinitely. Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University. 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. Your records management program should support policies and procedures both legally and operationally. 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. The following is a preview of the records management planning process: 5 Duties and responsibilities 5.1 The Chief Executive Officer The CEO is responsible for appointing an officer who is accountable for the management of records. 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. Detail any specific rules and regulations your organization is meeting by implementing this policy and any additional considerations. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records.... Any recorded information created or received that provides evidence of the decisions and activities of the University while undertaking its business. The procedure applies to all records managed by IT, both in hardcopy and electronic form. For further Information, contact the Manager (Enterprise Information Management Services). See reviews, photos, directions, phone numbers and more for the best Records Management Consulting & Service in Stephenville, TX. One of the first priorities for any business intent on getting its house … Content. A legal document issued by the Queensland State Archivist to authorise the disposal of public records, including University Records....moreA legal document issued by the Queensland State Archivist to authorise the disposal of public records, including University Records. A Defensible Process will be developed and maintained to demonstrate a considered approach to meeting conditions and requirements for Physical Source Record digitisation and disposal authorisation. This is typically the owner of … Records Management Regulations, Policy, and Guidance. The records management process is the records lifecycle from creation, usage and maintenance, to destruction or archival preservation. Records Management (AS ISO 15489.1-2002, s.3.16): Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the forms of records. 5. This procedure applies to all (insert company name) documentation and records. 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. Designated Public Information Officer. An original record that is tangible and takes up physical space (e.g. Your organization will reap the many benefits of a records management program and will be glad it started one. 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. Records management is the process of identifying and protecting evidence, which comes in the form of records. Records Management Procedure. Authorised to approve disposal of University Records as specified in relevant Regulatory Compliance Instruments. Records and items of Archival/Enduring value may be eligible for transfer to the USQ Historical Archives. Purpose. Procedure. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records. Now that you know how long different types of records can be kept for, you need to be able to embed that info into the day to day work of your company. For more information on capturing full and accurate records, refer to the Records Management Procedure – Capturing and Classifying University Records. Records remain legible, readily identifiable and retrievable. 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. The University’s Records Management Procedures are available at http://records.compliance.uconn.edu/. This Advice identifies the benefits of having a Records Management policy, and outlines the steps involved in its development and implementation. All University Employees, contractors and consultants are required to retain and dispose of University's records and Information in accordance with the Public Records Act 2002, and the relevant authorised Retention and Disposal Schedules (refer to Section 7). Ensuring the authenticity and availability of records over time can help your organization achieve its mission. 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). Stage through which every (written or computerised) record goes through from its creation to its final archiving or destruction. This may require both a) creating new processes and procedures, and b) adapting and editing old processes and procedures. 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). It is one of the processes by which information important to the business is received, stored, retrieved, and ultimately destroyed. The person or entity accountable for the Policy or Procedure including development, implementation, monitoring and review. A free copy of Acrobat Reader may be obtained from Adobe. 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 purpose of this policy is to provide guidance and direction on the creation and management of information and records and to clarify staff responsibilities. paper or microfilm). Purpose. The process of business activity analysis to determine which records are to be created and captured and for how long they are to be retained. 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. This procedure outlines the responsibilities of University Members and provides processes to assist in the implementation of the Records and Information Management Policy. It takes time to build a program, and depending on your resources, it certainly can be accomplished in stages. Concerned with the protection of Information from unauthorised use or accidental modification, loss or release. 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. 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. Public Records Act 2002 (Qld) s. 9(1) (Austl). According to the ISO 15489-1:2001, records management involves tasks like setting policies and standards, assigning responsibilities and authorities, establishing procedures and guidelines, providing access to management and use of records, and integrating records … The University and all Employees, contractors and consultants are required to comply with the provisions of the relevant Regulatory Compliance Instruments. 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 Consulting Service in Stephenville on YP.com. Governance. An external obligation provided in Regulatory Compliance Instruments....moreAn external obligation provided in Regulatory Compliance Instruments. These steps can be further explained as: Create or receive. We acknowledge the traditional owners of the lands on which the University of Southern Queensland stands. Organisational units are encouraged to undertake, where possible, an annual cull of University Records and Information eligible for disposal; i.e. 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. POL005 – Records Management Policy and Procedures V7.1 be in place in any location where confidential information is received, held or communicated, especially information of a sensitive nature. The lesson will open in a new window. Technology. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form. 2. These stages may include change of Format or recording media for easier access or more secure storage. Procedure Step 1: Identify records Liable for Destruction. The University will ensure that a Certificate of Destruction is issued by the contracted service provider for each service. Information and Records Management - Procedures. Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. This procedure applies across the University and is supported by local processes. The person or entity accountable for the Policy or Procedure including development, implementation, monitoring and review. Employees of the University whose conditions of employment are covered by the USQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; Members of the University Council and University Committees; Visiting and adjunct academic... Employees of the University whose conditions of employment are covered by the USQ Enterprise Agreement whether full time or fractional, continuing, fixed-term or casual, including senior Employees whose conditions of employment are covered by a written agreement or contract with the University; Members of the University Council and University Committees; Visiting and adjunct academics; Volunteers who contribute to University activities or who act on behalf of the University; Individuals who are granted access to University facilities or who are engaged in providing services to the University, such as contractors and consultants, where applicable. 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. 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. 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. An external obligation provided in Regulatory Compliance Instruments.... An external obligation provided in Regulatory Compliance Instruments. These procedures have been developed based on records management requirements contained in various Federal regulations, guides, bulletins, and memoranda published and disseminated by the National Archives and Records Administration (NARA). MANUAL – Refers to the Procedures Manual for Records Management OFFICES – Refers to offices of the campus as reflected in the approved organizational structure. In this section, you should outline the purpose of the policy and detail the business drivers for creating it. Rev. There is an expectation that all University Employees, contractors and consultants who create, receive, use, store or access University Records and Information, including users of the University's records management system, will adhere to relevant University Policy (refer to Section 7) including, but not limited to, the management of confidential and sensitive Information, copyright, intellectual property and Information Security. 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 CRICOS Provider Code 03147A Records Management Procedure . Records Management Procedure 6701‐PR1 Directory of Records Classification 0650 10 2 of 18. Procedure. 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. Responsibility for ensuring records and information management is included in systems and processes, is assigned to owners of systems. Records Management Policy. The Records Management Process 1. 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. 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. In this section, you can learn about how to define a record, and what the records lifecycle looks like. 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. To meet business needs and Regulatory Compliance Obligations the University will maintain a proactive Records and Information Management Audit and Compliance Plan (restricted use). Implements relevant Regulatory Compliance Instruments and provides appropriate records and Information management training, support and documented processes. In this article we’ll discuss the nine rules for records management best practices for implementation in your organisation. 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. The approved Records Disposal Register must be retained for audit, legal and other business needs in accordance with the authorised Retention and Disposal Schedules. RECORDS MANAGEMENT PROCEDURE Approving authority Executive Management Team Purpose The purpose of this procedure is to define policy and procedures for records management. assessed as at the end of the Information Lifecycle. Although many of the files we currently create may be electronic, we will always have to cope with paper files. Provides executive oversight of recordkeeping across the organisation, including leadership and strategic advice through the interpretation, carriage and management of the compliance regimes relating to records and Information management, Right to Information, Administrative Access Scheme and Legal Discovery (third party). standardized through its management‐approved office responsible, and retention schedule. 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. Policy Number: OGC-4 Effective Date: July 1, 2014 Responsible Officer: General Counsel I. 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. The records management program is intended to maintain, protect, retain and dispose of records in accordance wit… 4.6 Personal Information Personal data is defined as Information relating to an identified or identifiable natural person (‘data Managers/supervisors (organisational units). 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. Open Records. www.usc.edu.au/explore/policies-and-procedures/. 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. 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. Prioritise Security and Privacy. Records and Information Management Procedure, USQ is a member of the Regional Universities Network. For further Information regarding training and support refer to Section 7. The Accountable Officer may nominate a Responsible Officer to manage this on their behalf. 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. PROCEDURES MANUAL Records Management Office Ref. The inventory is the groundwork for which you will develop your program's records retention schedule in step four below. RECORDS MANAGEMENT PROCEDURE (DGS-RM-1) …This procedure defines the authority and method for all units of the State government to develop and implement records retention and disposal schedules to ensure the prompt and orderly disposition of records not required by operations of the unit. Guide 3 Records management policy This guidance has been produced in support of the good practice recommendations in the Code of Practice on Records Management issued by the Lord Chancellor under section 46 of the Freedom of Information Act 2000. 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.. Responsible Officer Vice President Next scheduled review September 2021 The system(s) used should have regard for the Information Lifecycle and the minimum Retention Periods provided in the authorised Retention and Disposal Schedu… See the Records Management - Physical Records Storage Procedure for more information. Get in touch and find answers to frequently asked questions. 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. (10 pages, 2125 words) These provide more in-depth answers to some of the topic discussed in the Records Management FAQ page, as well as some additional topics. Definitions that relate to this procedure only. All staff are responsible for checking that records for which they have responsibility are included in records management processes and actions. Home. Establish a records management team to develop and implement a strategic plan for the program … system used to control an organization's records from the creation of the record until the record is archived or destroyed Employees may also contact the University Archivist at (860) 486-4507 for further information. The Records Management Policy summarises the legal context and establishes a framework by which Libraries NI will manage the records it … Further information is available at Sections 4.6, 4.7 and 7 of this procedure. This policy covers all types of records, regardless of physical characteristics, that are created, generated, received; recorded as evidence of the organization, its functions, policies, decisions, procedures, operations, or activities; or documents legally filed in the course of business or legal obligations. Conduct an organization-wide inventory of the records in your office. 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. IT Records Management Procedure. 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