Digitisation Plans for University records

Digitisation of University records with the support of the Records team.

What is a Digitisation Plan?

The University has records management responsibilities under the Public Records Act 1973 (Vic), including the responsibility to ensure that records are disposed of as consistent with the Act.

A Digitisation Plan identifies records to be scanned on an ongoing basis where the intention is to destroy the hard copy source record, and for the University to use the converted record for ongoing business.

The benefits of implementing a plan include:

  • Enables you to digitise and destroy hard-copy university records;
  • Support provided from member of the Records team;
  • Apply best practice techniques and processes; and,
  • Connects you with relevant University Services.

Creation and Implementation

Digitisation Plans are established between the business unit and a member of the University Records team.

Process to Develop a Digitisation Plan (Promapp)

Digitisation Plan Template (DOC)

Existing Digitisation Plans

A Digitisation Plan may have been created for your specific business area and type of University record. Please consult with University Records before applying a Digitisation Plan to your area.

Department/Unit Type of University record
Carlton Health Service Inactive Patient records
Campus Services, Fleet Services Smartfleet Applications
Health & Safety Health Hazard Assessment Questionnaires
Legal Services Checklists and Execution Request forms
Grants & Contracts, NHMRC Grant Application records and Multi Institutional Agreements
Space Management Valuation records
Student Equity & Disability Support Client files
Student Service Delivery Student Files held in Student Centres
Ten to Men Project Participant Documents
Themis Service Desk Themis Responsibility Application forms
University Copyright Office Audio Visual Photograph Consent forms
Records & Compliance, Records University Legal Agreements & Contracts, Destruction Lists and Digitisation Plans
Records & Compliance, Education & Regulatory Compliance Freedom of Information material

Resources

Example Digitisation Plan (PDF)

Quality Assurance Checklist (PDF)


Further Information

For more information, please refer to the Public Record Office Victoria (PROV) Capture Standard and associated Specifications and Guidelines:

PROV Capture Standard Suite (External)

Contact Records

If you have any questions or wish to establish a plan for your area, please contact University Records by email records-services@unimelb.edu.au.