What do I do with University records of a unit which has ceased or will cease to exist at some point in the future?
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 email@example.com.
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.
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.
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.
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 firstname.lastname@example.org or 8344 3534.
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.
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.
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 email@example.com.
Work units that transfer university records to Records & Compliance are able to retrieve them at any time by contacting firstname.lastname@example.org 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.
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.
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.
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.
Units that inherit records of former staff members are obligated to manage the records as they would their own. Contact Records (email@example.com or 8344 3534) about advice on how to proceed in this instance.
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.
Contact the University Archives.
See Services for Depositors for more information.