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. 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 These provide more in-depth answers to some of the topic discussed in the Records Management FAQ page, as well as some additional topics. Where possible, records and Information management requirements should be considered and embedded within University Policy and Procedures by the Accountable Officer. An inventory consists of a complete listing of records by record series, together with descriptions and supporting information. 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). OFFICIAL FILES - An accumulation of official records documenting an action or providing valuable information. 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. Records Management Procedure 1. 5. 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. Access and Security of University Records Access to University records is only permitted by authorised University employees who require access for … standardized through its management‐approved office responsible, and retention schedule. 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. 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. www.usc.edu.au/explore/policies-and-procedures/. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University. 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 … 3. Right to Information requires, as the first option, proactive release of Information under discretionary administrative access arrangements. 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. 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. 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 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. Responsibility for ensuring records and information management is included in systems and processes, is assigned to owners of systems. 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). Where required by Regulatory Compliance Instruments and business requirements, including senior management directive, access restrictions will be applied to selected records and Information to protect an individual's privacy or to protect the University's interests. Further Information concerning access to, or amendment of, personal Information is available from the University's website (refer to Section 7). Records Management Services. An external obligation provided in Regulatory Compliance Instruments....moreAn external obligation provided in Regulatory Compliance Instruments. 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. 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). Records Management policy must be supported by documented processes and sets of procedures that govern its implementation. The records management process is the records lifecycle from creation, usage and maintenance, to destruction or archival preservation. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records. In this section, you should outline the purpose of the policy and detail the business drivers for creating it. 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. All staff are responsible for checking that records for which they have responsibility are included in records management processes and actions. These stages may include change of Format or recording media for easier access or more secure storage. The University and all Employees, contractors and consultants are required to comply with the provisions of the relevant Regulatory Compliance Instruments. Enterprises make it harder for themselves by treating records management as an afterthought, instead of an intrinsic part of their everyday operations. 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. Records management performance monitoring and review by the Office of Institutional Compliance. Although many of the files we currently create may be electronic, we will always have to cope with paper files. Retrieved November 22, 2017, from policies.griffith.edu.au/pdf/Records%20Management%20Policy.pdf. Employees also include senior Employees whose conditions of employment are covered by a written agreement or contract with the University....moreA 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. 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. Managers/supervisors (organisational units). The approved Records Disposal Register must be retained for audit, legal and other business needs in accordance with the authorised Retention and Disposal Schedules. Prioritise Security and Privacy. 4. Mr. Charles Gilliland Public Information Officer Tarleton State University Box T-0835 Stephenville, Texas 76402 The structure of the University's Business Classification Scheme is based on the functional activities of the University and is directly linked to the authorised Retention and Disposal Schedules (refer to Section 4.9). Records Management Procedure. This is pretty simple. Maintenance and use. 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. 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. To establish processes to manage the University's records and Information management environment throughout the Information Lifecycle. Procedure. The ISO 15489-1: 2001 standard … Open Records. All Employees, contractors and consultants must make and keep full and accurate records of business activities (Public Records Act 2002). Health records management procedure, v4.2, Sep 16 Page 6 of 33 Data Subject An individual whose personal information is the subject of a record. 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. Establish records management policies and procedures. All updates to Records Management Procedures and Records Retention Schedules are posted to the website. This can be accomplished via a combination of vehicles: The 3 Pain Points to Address in Document Automation & Optimization within MPDS Engagements, Document Management at the Crossroads: New Technology Game Changers, Hybrid Mail Helps Enterprises and PSPs Address Work from Home Challenges, Finding the Right Partner for Your Customer Communications Transformation, 7 Ways to Prepare Data for an Information Governance Strategy, Why You Need Records Management at the Information Governance Table, The 2 Approaches for Embedding Information Governance in the Organization, Selecting the Right Model for Your RIM Program: Centralized vs Decentralized vs Hybrid, 12 Rules for Cleaning Up Your Shared Drives, Big Bucket vs Small Bucket: Finding the Right Size for Your Records Retention Schedule. Records management is an important part of your overall information governance strategy. 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. 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). 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. 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. 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. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. The correct management of information and records as defined by these procedures and related policy. 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. The Accountable Officer may nominate a Responsible Officer to manage this on their behalf. Ensuring the authenticity and availability of records over time can help your organization achieve its mission. 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). This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form. If you have a popup blocker, either disable it or permit popups to run from this website. 4. Stage through which every (written or computerised) record goes through from its creation to its final archiving or destruction. The system(s) used should have regard for the Information Lifecycle and the minimum Retention Periods provided in the authorised Retention and Disposal Schedules. 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 the University's ongoing transition from a paper-based to digital recordkeeping environment, records born-digital should be managed-digital. 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 purpose of this policy is to provide guidance and direction on the creation and management of information and records and to clarify staff responsibilities. 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 procedure applies to all records managed by IT, both in hardcopy and electronic form. This procedure defines the controls needed for the identification, storage, protection, retrieval, retention time and disposition of records. They should include the management of all records and media types, including email. The University will ensure that a Certificate of Destruction is issued by the contracted service provider for each service. Can be used interchangeably with the word Units. 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. It can be a complex process, and once the program is launched, it will regularly need to be worked, updated and grown. An external obligation provided in Regulatory Compliance Instruments.... An external obligation provided in Regulatory Compliance Instruments. Governance. The Records Management Policy summarises the legal context and establishes a framework by which Libraries NI will manage the records it … Definitions that relate to this procedure only. 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. This will enable NSW State Archives to achieve information accessibility, business enhancement and improvement. and Records Management - Procedures. 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. 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. 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. 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. 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