Contracts Register
What is the Contracts Register?
The University’s Contracts Register is also known as the Legal Agreements Register.
The University does not currently have an enterprise contract management system and any agreements provided to Records & Information (R&I) are registered into Content Manager.
Content Manager is the University’s enterprise recordkeeping system. It captures metadata about executed hardcopy and electronic agreements.
Agreement records
Guidance about agreement records, including types of agreements managed at the University and the various systems used to execute and store them
Content Manager
Information about the University’s enterprise recordkeeping system
What types of agreements are captured into the Contracts Register?
R&I capture the following types of agreements into the Contracts Register:
| Type | Description / Notes |
|---|---|
| Standard Agreements | Includes Standard Research Contracts |
| Non-Template Agreements | These come to R&I by way of Legal Services |
| Third Party Research Agreements | These come to R&I by way of RIC Contracts or Legal Services |
| Nominated "Safe Custody Documents" | These are documents that are retained safely in the University's custody until the provider requests their return or deletion. They are registered in Content Manager as a 'Legal Agreement' record type. These include, but are not limited to: Bank guarantees, Deeds of Letters Patent or Certificates of Patent, Sanctions, Trademark Registration Certificates, Share Certificates, Valuation Reports, and Wills and Testaments. |
The following are not registered:
| Type | Description / Notes |
|---|---|
| Proxy Forms | These are of temporary retention value and are to be recorded as a 'Document' record type in Content Manager by the staff responsible for them. They will usually relate to memberships of companies, or internal and external boards and meetings. These documents need to be filed with the appropriate Board, Committee, or External Relations file. The fact that they are on some occasions sealed is to do with the authorisation process, rather than its ongoing value. |
| Drafts | These are to be recorded as a 'Document' record type in Content Manager by the staff responsible for them and attached to the relevant file. Drafts do not have signatures and/or relate to matters which have not been finalised. An exception would be when the University has absolutely no other representation of an agreement. |
How to submit an agreement to the Contracts Register?
Following execution, the agreement can be submitted one of three ways:
-
Agreements that get signed off in OneSpan Sign will get downloaded and registered into Content Manager by R&I.
Make sure you complete the ‘Legal Agreement Metadata for Content Manager’ document included in the transaction. Include extra information about the agreement in the ‘Description’ field in the document, as required.
-
Agreements that get referred to the Legal Services team will get submitted through their existing processes.
When the matter is closed, Legal Services Administration staff will prepare and send the agreement to R&I for registration.
-
Agreements that are signed outside of the OneSpan Sign system and that don’t go through Legal Services should be submitted directly to R&I.
Send an email to: records-info@unimelb.edu.au or submit via a ServiceNow request.
FAQs about submitting agreements
-
Scanning specifications
Paper records must be scanned and saved as a PDF document before being captured into Content Manager using the following minimum specifications:
- 200 dpi
- 24-bit colour.
Scanning quality assurance
Use the Quality Assurance Checklist to ensure that the scanned image is sufficient to meet legal obligations.
Optical Character Recognition (OCR)
To ensure the document is text searchable, it must have OCR applied. Most multifunction devices have the option to OCR on scanning. However, if your scanner does not have this function, you can OCR a PDF document using the Nitro application. This process should be done before submitting the agreement for registration.
Applying OCR using Nitro
- Open the PDF file
- Select 'Review' tab
- Select 'OCR' in the ribbon
Nitro Pro will then give you two options, 'Searchable' or 'Searchable and Editable'. Select the appropriate option. Nitro will then apply the OCR. Once completed, another tab with a new document called 'Untitled1' will open. - Select 'File' then 'Save As' and enter a new name for the OCR'd document.
-
If the agreement is electronic only, do not print copies to send to R&I.
Where an original hardcopy (wet signature) agreement exists, it should be sent to our office address at: Records & Information, Level 4 Alan Gilbert Building, Parkville Campus.
-
Yes, you can when submitting via email. However, there might be a size limit with multiple attachments.
-
You can save the agreement to your OneDrive and send the link to: records-info@unimelb.edu.au or add it to a ServiceNow request.
-
Counterpart agreements
Counterpart agreements occur when two or more original signatures are in two or more separate documents. We keep each set of the document (body of the agreement) with a single signature page, ie two different signatories might sign a copy of the signature page separately but the covering document it relates to remains the same.
When scanning the document, scan the body of the agreement once, and each of the signature pages.
Partially signed agreements
If you are unable to determine where the fully executed agreement is, email us at records-info@unimelb.edu.au to check if the agreement has already been registered into Content Manager and follow the advice provided.
If we advise you that the partially signed agreement is not required, it can be destroyed in a secure confidential waste bin.
Copies where no original exists
Since 10/11/2009 we have been treating copies of the finalised (complete) agreement or contract as if they are the original, in the absence of the true original.
Multiple copies of agreements
Multiple copies of the agreement are not required. Please ensure that the other parties to the agreement have their copy, as additional copies will not be retained by R&I.
How to access agreements?
Content Manager users can search for agreements and view them in the system.
Non-users can contact us via email: records-info@unimelb.edu.au, and we will send you the agreement.
Important: Cayuse and the predecessor system, Themis, are considered the source of truth for research activities, including research agreements. For recent supply agreements, Workday Strategic Sourcing is now considered the source of truth. Searches should be conducted in these systems before Content Manager.
Further information
If you require further information about the Contracts Register, please submit a ServiceNow request.