The records need to be stored securely until they can be destroyed. In this section, you can learn about how to define a record, and what the records lifecycle looks like. Procedure. By now, you may be thinking, “This is a huge project.” Starting a records management program is not a one-time single project and then you are done. 6 Information & Records Management Process Manual Records sentenced with a disposal date at some point in future should be listed and boxed for transfer to IRM only if you have no storage space within your department. These authorities are readily accessible from the University's website (refer to Section 7). Retrieved November 22, 2017, from policies.griffith.edu.au/pdf/Records%20Management%20Policy.pdf. standardized through its management‐approved office responsible, and retention schedule. 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 … See the Records Management - Physical Records Storage Procedure for more information. Access to Personal Information held by the University is restricted to individuals accessing their own Personal Information, authorised Employees having a business requirement or to third parties, as required by Regulatory Compliance Instruments. The Accountable Officer may nominate a Responsible Officer to manage this on their behalf. The ISO 15489-1: 2001 standard … This procedure must be read in conjunction with its subordinate schedules as provided in the table below. Get in touch and find answers to frequently asked questions. 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. Policy supported Records Management Policy Policy Code ADM-HE-08 Policy owner Principal Responsible Officer Principal Approving authority Principal All Employees, contractors and consultants must make and keep full and accurate records of business activities (Public Records Act 2002). Enterprises make it harder for themselves by treating records management as an afterthought, instead of an intrinsic part of their everyday operations. policies.griffith.edu.au/pdf/Records%20Management%20Policy.pdf. Information and Records Management - Procedures. For further Information, contact the Manager (Enterprise Information Management Services). 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. RECORDS CREATION The purpose of this Records Management Policy is to provide direction to staff for the creation, maintenance, storage and disposal of records and associated metadata within the Department of Foreign Affairs and Trade (DFAT). 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. Matters requiring interpretation of the relevant Retention and Disposal Schedules should be referred to Enterprise Information Management Services for investigation and advice. The system(s) used should have regard for the Information Lifecycle and the minimum Retention Periods provided in the authorised Retention and Disposal Schedules. 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. Home. Further Information concerning access to, or amendment of, personal Information is available from the University's website (refer to Section 7). Employees may also contact the University Archivist at (860) 486-4507 for further information. 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). 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. 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. The records management program is intended to maintain, protect, retain and dispose of records in accordance wit… See reviews, photos, directions, phone numbers and more for the best Records Management Consulting & Service in Stephenville, TX. 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. It takes time to build a program, and depending on your resources, it certainly can be accomplished in stages. RECORDS MANAGEMENT PROCEDURE Approving authority Executive Management Team Purpose The purpose of this procedure is to define policy and procedures for records management. This may require both a) creating new processes and procedures, and b) adapting and editing old processes and procedures. Easy-to-destroy records Note that records from Class 1 of the GDA for destruction. We acknowledge the traditional owners of the lands on which the University of Southern Queensland stands. Designated Public Information Officer. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form. Scope: This procedure applies to all University of Wisconsin -Whitewater employees and departments/units. This page contains lessons that may be viewed from this page. University of the Sunshine Coast. 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. 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. 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. The timely and authorised destruction of records and Information is essential for ongoing and effective management (refer to Section 4.9). The records management procedures for web-based records: include a requirement to create, capture and manage metadata; stipulate that web-based records are to be kept as long as specified in the agency's approved RDA; require that documentation evidencing website management be … 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). 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. Further Information concerning administrative access arrangements or Right to Information processes is available from the University's website (refer to Section 7). Implement a records management training program. Rev. (2014). 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. paper or microfilm). Although many of the files we currently create may be electronic, we will always have to cope with paper files. www.usc.edu.au/explore/policies-and-procedures/. INTRODUCTION 1.1 This procedure effects and is subject to the conditions of the BTP Records Management Policy. Records management is the process of identifying and protecting evidence, which comes in the form of records. In accordance with relevant Regulatory Compliance Instruments (refer to Section 7) the University is required to maintain a robust records and Information Security environment. 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. Records management performance monitoring and review by the Office of Institutional Compliance. 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