Introduction to University records

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Guides

Information and guidance about how to manage University records and data

Frequently asked questions

Key questions about University records and information management

Retention and disposal

Guidance on disposal, including retention, destruction and transfer of records and data

What is a record?

A University record is information and data, in any format (eg electronic, paper, image etc) created or received by staff in the course of conducting their University duties.

What is a record? (2 min video)

If you are unsure whether something is a University record, ask yourself the following questions:

  • Does it relate to work?
  • Did I write it?
  • Do I need to action this?
  • Is this external correspondence (in or out)?
  • Does this support or document a business transaction?
  • Has the record been used to create other records?
  • Is the record I hold the original record?

If you answer yes to any of these questions, it is a University record that must be kept and managed in accordance with University and legislative requirements.

Record vs non-record

University record

Non-record

  • Policies/processes
  • Business unit planning documents
  • Internal/external advice and reports
  • Interactions between staff and students
  • Research reports and data
  • Legal agreements
  • Authorisations and approvals
  • Individual notes that inform high level decision making
  • Emails between team members making plans for lunch
  • Marketing received from vendors
  • Professional association subscriptions
  • Publicly available information (eg copies of legislation)

Temporary and permanent value records

The University Records Retention and Disposal Authority (RDA) is a resource that outlines the value of University of records and how long they need to be kept for.

In the RDA, records will be classed as either:

  • Temporary, meaning they have a fixed-term value
  • Permanent, meaning they have ongoing value to the University and wider community as University archives.

Also, Normal Administrative Practice (NAP) is a process that allows the University to destroy certain types of low-value and short-term information in the normal course of business.

Who is responsible for managing University records?

All University staff share a responsibility for records management, including:

  • Creating, capturing, managing and disposing of records
  • Protecting personal and confidential information when using and accessing University records.

Records management delegations

Senior delegates, level 4 or higher (4-1) in Schedule B, University Delegations are responsible for approving activities to destroy or digitise University records.

Tips for good records management

To embed good records management practices into your day to day work:

  • Use naming conventions to easily understand the content of records and folders
  • Label and classify documents appropriately to add context to the records
  • Store records in appropriate systems for the records business use and context (ie student records in StudentOne, employee records in Workday, legal matters in Xakia)
  • Avoid over-retaining records beyond their minimum retention period as detailed in the University Records RDA.

Note: University records are subject to Freedom of Information requests and legal discovery, so it is important to use factual and objective language in documents and correspondence.

Policy

Overview of the records and data management policies and standards for the University

Go to policy

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Further information

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