Frequently Asked Questions

What is a record?

Do records I create belong to me?

Who is responsible for records management?

How do I get access to HP Records Manager?

My HP Records Manager toolbar/tab in Outlook has disappeared, how do I get it back?

What do I do with my records if I am leaving my position?

What do I do if I find abandoned records?

Where can I get a copy of my Academic Transcript?

How long should University records be kept?

How do I retrieve University records transferred to Records & Compliance?

What do I do with my inactive University records?

What do I do with permanent University records?

What do I do with temporary University records?

What do I do with University records left behind by former staff?

What do I do with University records of a unit which has ceased or will cease to exist at some point in the future?

What do I do with my research data and records?

What do I do with my academic papers now that I am retiring or leaving the University?

How do I dispose of University records?

What is a record?

A record is information created, recorded, sent and/or received and maintained in the course of carrying out the business of the University. It is evidence of a business transaction or decision and is retained as a record of such activity. Records come in all different formats and are not limited to just paper records. A document does not have to be finalised to be considered a record, drafts and working papers are records too. For more information or advice on what is or isn't considered a record please contact records-services@unimelb.edu.au.

Do records I create belong to me?

No. Records created during the course of conducting university business are University records and belong to the University.  They should be managed in accordance with the Records Management Policy and Processes.

Who is responsible for records management?

Everyone is. Each employee at the University has a role in protecting the integrity and the future of the University by creating, using, retrieving, and disposing of records in accordance with the Records Management Policy and Processes.

How do I get access to HP Records Manager?

HP Records Manager  is available to all University departments who want to manage their records, regardless of format (paper, electronic or both), in an electronic system. In order to gain access to HP Records Manager users must complete HP Records Manager Training Module 1, which is a 2 hour course that covers searching and requests/retrievals.

My HP Records Manager toolbar/tab in Outlook has disappeared, how do I get it back?

If you are using Outlook 2010 the HP Records Manager toolbar/tab may have become 'disabled'. From the File menu in Outlook, select Options, click on Add-ins in the side bar and at the bottom of the screen you will see the option Manage: COM Add-ins, click GO, a COM Add-ins box will appear, make sure that the HP RM Add-in for Microsoft Outlook is flagged and click OK (you may have to close and re-open Outlook to complete this action).

If the above action does not fix the issue or if you are running another version of Microsoft Outlook please contact records-services@unimelb.edu.au or 8344 3534.

What do I do with my records if I am leaving my position?

You need to make sure that the records which you have created, collected and stored in the course of your work are cleaned up and organised and transferred to the appropriate individuals for storage or continuing use by your co-workers.  See Records Disposal for staff who are leaving or relocating.

If your records are duplicates, drafts or working papers you may be able to destroy them under Normal Administrative Practice (NAP).  Refer to the Records Disposal Toolkit.

What do I do if I find abandoned records?

Contact records-services@unimelb.edu.au

Where can I get a copy of my Academic Transcript?

University of Melbourne Academic Transcripts are now ordered online from here: http://ecommerce.studentadmin.unimelb.edu.au/.  For telephone enquiries, please call the University of Melbourne Contact Centre on 13MELB (136352) or +613 9035 5511 if located outside Australia.  Alternatively, visit https://sis.unimelb.edu.au/cgi-bin/awards.pl for the free online service. Records & Compliance do not manage Academic Transcript enquiries.

How long should University records be kept?

Refer to the University Records Retention and Disposal Authority (RDA) and refer to the Records Disposal Toolkit.  Certain types of records and information can be destroyed without reference to the RDA under Normal Administrative Practice (NAP).  Refer to the Records Disposal Toolkit for more information.

For records that are not covered by the University Records RDA contact records-services@unimelb.edu.au.

How do I retrieve University records transferred to Records & Compliance?

Work units that transfer university records to Records & Compliance are able to retrieve them at any time by contacting records-services@unimelb.edu.au or ext 43534. Requests for 'archived' student files should also be directed to extension 43534. Work units requesting items should specify the transfer number, box number and file title. Urgent requests will be responded to on a same day basis and non urgent requests within a 24 hour time frame. Access to transferred university records by persons not associated with the transferring work unit (for example staff in other departments or researchers) requires the approval of the transferring department.

What do I do with my inactive University records?

Once it is apparent that administrative use of the records has ceased and the records become inactive, university staff should use the University Records Retention and Disposal Authority to determine whether or not the records are to be retained permanently or temporarily.

What do I do with permanent University records?

Records deemed permanent by the University Records Retention and Disposal Authority require eventual transfer to Records  once their administrative use has ceased.  When seeking to transfer permanent records, please contact extensions 43534.

What do I do with temporary University records?

Records deemed temporary by the University Records Retention and Disposal Authority are the responsibility of the work unit to manage until such time as the records can be disposed of.   If the records have a long term temporary retention (i.e. greater than 7 years), it is recommended that you discuss long term storage options with Records Services.

What do I do with University records left behind by former staff?

Units that inherit records of former staff members are obligated to manage the records as they would their own. Contact Records (records-services@unimelb.edu.au or 8344 3534) about advice on how to proceed in this instance.

What do I do with University records of a unit which has ceased or will cease to exist at some point in the future?

Ideally units should contact Records & Compliance as soon as they are made aware that the Unit will no longer exist.  This also applies to units that may merge or may restructure. Contact Records for advice on how to proceed with the management of the records created by the Unit.

What do I do with my research data and records?

Refer to the Management of Research Data and Records Policy. More information can be found on the Research Data Management website.

What do I do with my academic papers now that I am retiring or leaving the University?

Contact the University Archives.

See Services for Depositors for more information.

How do I dispose of University records?

Refer to the Records Disposal Toolkit and the Disposal page for more information.