Records & Information

Basics

• 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.

  See Introduction to University records for further information.

• 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 (MPF1106).

• Who is responsible for records management?

  Everyone is. Each employee at the University has a role in creating, using, retrieving, and disposing of records.

  See Introduction to University records for further information.

Access and retrieval

• Where can I get a copy of my Academic Transcript?

  We do not manage Academic Transcript enquiries. This function is managed by Stop 1.

  You can order a transcript directly online.

  Alumni can contact Stop 1 via the general enquiry form.

• How do I retrieve University records transferred to Records & Information?

  Faculty and Chancellery work units that transfer university records to our custody are able to retrieve them at any time by submitting a ServiceNow request.

  You should specify the transfer number, box number and file title.

  Access to transferred university records by persons not associated with the transferring work area (for example staff in other departments or researchers) requires the approval of the transferring work unit.

  Members of the public who would like to access University records should refer to the FOI website for guidance.

Records found or left behind

• What do I do if I find abandoned records?

  If you find abandoned records, please submit a ServiceNow request.

• 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.

  If you require further guidance, please submit a ServiceNow request.

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

  Refer to Records disposal for leaving staff and closing work areas for guidance.

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

  Your papers may have long term value and could be deposited to the University of Melbourne Archives. Submit an email to: asc-donations@unimelb.edu.au

Retention and disposal

• How long should University records be kept for?

  The required retention periods for University records are specified in the University Records Retention and Disposal Authority (RDA).

  See Using the University Records RDA for further information.

• 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 for further information.

• 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 the appropriate disposal action.

  See Retention and disposal for further information.

• What do I do with permanent University records?

  Records deemed permanent in the University Records Retention and Disposal Authority must be transferred to Records & Information once their administrative use has ceased.

  See Transfer of permanent records for further information.

• What do I do with temporary University records?

  Records deemed temporary in 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 retention period (ie greater than 7 years), then storage may be required.

  See Storage of temporary records for further information.

• Can I destroy University records?

  Records deemed temporary in the University Records Retention and Disposal Authority can be lawfully destroyed when they have reached the end of their required retention period, are no longer required for business use and are not the subject of current or pending litigation or Freedom of Information (FOI) requests.

  Also, some records of ephemeral value (ie records with little or no ongoing administrative, fiscal, legal, evidential or historical value) can be destroyed without authorisation as part of Normal Administrative Practice, or NAP.

  See Destruction of temporary records and Normal Administrative Practice for further information.

Research

• How do I manage my research data and records responsibly?

  See Research records for further information.

• Where do I store my digital research data and records?

  The University provides many options to support your research data storage and management needs.

  See Research data management system finder for further information.

• How long do I need to keep my research data and records?

  Minimum retention requirements for all University records, including research records, are outlined in the University Records Retention and Disposal Authority (RDA).

  Refer to the ‘RESEARCH’ function for a range of applicable classes.

Systems

• What is the difference between Records Managed SharePoint and non-managed SharePoint?

  Records Managed SharePoint (RMSP) is an instance of SharePoint deployed at the University, which has integration with Content Manager. This integration supports records management functionality and compliance, including automated record disposal.

  RMSP is supported by Records & Information. We can build sites on request and assist staff with designing, managing and configuring sites.

  We do not support non-managed SharePoint sites. Staff are responsible for their own sites and for managing the records held within the sites. Support for these sites is provided by Collaboration Applications team in Business Services.

  See Records Managed SharePoint for further information.

• How do I get access to Content Manager?

  In order to gain access to Content Manager, you must complete and submit an online access form via ServiceNow and complete Content Manger training.

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

  Sometimes the Content Manager toolbar/tab may have become 'disabled' when using Outlook or other MS applications.

  See KBA Enabling Microsoft applications integration with Content Manager.

• Where do I find knowledge articles about Content Manager?

  See our Content Manager KBAs in ServiceNow.

  Also see our Content Manager page for general information about the system.

• Where do I find knowledge articles about Records Managed SharePoint?

  See KBAs on our RMSP Learning Hub.

  Also see our Records Managed SharePoint page for general information about the system.