Creating and capturing University records

Who is responsible for creating and capturing records?

All staff are responsible for creating and capturing records. Faculty and Chancellery work units should determine:

• What records are needed to capture sufficient evidence of work carried out by the unit
• How the records are to be consistently and routinely captured into University systems
• How/what metadata will be used to describe the records, if applicable.

The approaches used to create, capture and manage records should ideally be embedded into business practice and documented into local procedures in the work unit.

Considerations for creating and capturing records

Formats

Create, capture, manage and retain records in digital formats only, where practicable.

Plan and validate formats used for long-term (more than 10-year retention) and permanent value records. These records hold high value to the University, therefore it is important to ensure that the formats and systems used will support long term use and future preservation activities. Refer to the University Records Retention and Disposal Authority to understand retention requirements and value of University records.

Metadata

Capture sufficient descriptive information (also known as metadata) for records, such as author, creation date, modification date, and identifier, to ensure future accessibility and authenticity.

Privacy and security

Avoid over-collecting and over-retaining personal, sensitive or confidential information beyond necessity.

Implement protection and security controls to the records to ensure authorised access, use and disposal over time.

Systems and technology

Use enterprise, line of business systems, where possible to manage University records. See Data and system records for guidance.

Make added considerations when artificial intelligence (AI) is used in the creation and capture of University records. Refer to Artificial intelligence records for guidance.