8. Information Management Policy State Records Act 2000 (WA) Freedom of Information Act 1992 (WA) 2. Records required to be retained for two or more years after business use has ceased should be forwarded to Central Records and Mailroom Services as per the Records Transfer Process. Forecast and prepare for the future 4. Data about data. Hard copy records no longer required for normal business activities must be appraised by Central Records and Mailroom Services who will determine if they are to be transferred to offsite storage, PROV, or if they can be disposed of under a relevant RDA or NAP. system used to control an organization's records from the creation of the record until the record is archived or destroyed Central Records and Mailroom Services will review the form and arrange for sign off by the Manager, Registrar Services and the University Registrar (or their authorised delegate). Access to University records is only permitted by authorised University employees who require access for University business. The records shall be owned by the respective system administrators and shall be audited once a year. and management of health care records across public health organisations in the NSW public health system. Storing electronic records in ECM will protect their integrity and authenticity as well as ensuring access by relevant University staff – refer to Records Framework Procedure - Capturing and Classifying University Records for more information. Where the University identifies, through its continuous improvement processes or otherwise, the need to amend a record, the University must take steps to document the amendments such that a reasonable person could ascertain the nature of and rationale for the amendment(s) in a straightforward way. PROCEDURAL DETAILS . Public records are governed by the Public Records Act 1973. An Announcement Notice under 'FedNews' on the 'FedUni' website and through the University Policy - 'Recently. These boxes are available from most secure storage facilities - do not use archive boxes from Bunnings, Office Max, or other stationary suppliers as these boxes are not strong enough for storage requirements. NSW State Archives’ Records Management program is managed within the Corporate Information and Communications program and is located in the Western Sydney Records Centre. Also referred to as a University Record, Business Record or Corporate Record. All staff are responsible for creating and capturing complete and accurate records as part of their University duties, in accordance with this policy and associated recordkeeping procedures. Electronic records, created and / or received by the University, that are not created and / or stored by another corporate business system, must be stored in the University’s corporate records management system, ECM. Accessibility, Indexing, and Storage. Emails created and sent using University systems must be professional at all times regardless of whether or not the email is considered to be business related or of an ephemeral nature. Document and Records Management Policy 1. University staff must ensure their username and password for University systems including the corporate recordkeeping system, ECM, are kept secure at all times and are not shared under any circumstances as outlined in the University’s Information Security Policy. These procedures have been developed to provide guidance for the identification, capture, use, storage, security and disposal of records to ensure a consistent approach to records management across the University. Inclusion on the University's online Policy Library. Support our day-to-day operations 3. 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. Inactive hard copy records not required for normal business activities should be stored at the University’s official offsite storage facility. All hard copy records created or received by the business area are to be stored in PROV compliant storage areas within the business area while the record is being used for daily business activities. Where the sender expects a reply, the sender can wait until the reply is received before registering the email. The destruction certificate is to be emailed to. The Records Management Policy will be communicated throughout the University via: The Records Management Policy will be implemented throughout the University via: Minimum IT requirements for studying with us, English and academic preparation programs, Centre for eResearch and Digital Innovation, Health Innovation and Transformation Centre, Giving to Federation University Australia Foundation, Give to Federation University Australia Foundation, Alumni details and involvement opportunities, Creation and Capture of University Records, Access and Security of University Records, Retention and Disposal of University Records, PROV Standard – Storage – Issued by the Public Record Office Victoria, Advice - Minimum Retention Requirements for University Records, Federation University Archives Lodgement Form, Federation University Certificate of Destruction, Federation University Records Disposal Authorisation, Federation University Records Disposal Checklist for Partner Providers, Federation University Records Retention and Disposal Requirements, The determination of results to be awarded for a component of study (e.g. 4. Email clients, network and local drives cause records to become invisible to the organisation. contact the Business Area to discuss the records and email the. Responsibilities for staff leaving their position. Consists of the Recordkeeping framework, recordkeeping procedures, processes and practices, as well as the systems, structures, people and resources required for the effective management of the University’s records. All electronic records must be captured in an approved corporate business system. No University staff are excluded from this Policy. Social networking sites (e.g. Boxes are transferred to the Central Records and Mailroom services unit, where they are sentenced in accordance with the appropriate records management legislation and transferred to the University’s offsite archive facility. Business related email messages must be recorded in ECM. This Policy is applicable to all University staff including sessional staff, researchers and research staff.
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