Requesting access to University records
What records can Records & Information provide access to?
Records & Information are the custodians of University records, some which have been registered into the enterprise recordkeeping system, Content Manager (CM).
This includes:
- Hardcopy records registered into CM which are stored in our on-campus storage locations, or with our off-site records storage provider
- Hardcopy records which are stored in our on-campus storage locations, or with our off-site records storage provider
- Digital records registered and saved directly into CM
- Digital records registered and saved directly into Records Managed SharePoint, which has an integration with CM.
As custodians, we are responsible for administering the CM system, assisting and conducting record searches in CM, facilitating records disposal, and retrieving records from storage.
Important: Records and Information cannot directly provide access to University records. Permission must first be granted by either the responsible work unit, the Freedom of Information team, or the University of Melbourne Archives, as applicable. These parties will facilitate access to the records, with assistance from Records & Information, as needed.
What records can University of Melbourne Archives provide access to?
Search UMA's catalogue to find out which University records are in their custody.
The University of Melbourne Archives (UMA) is the custodian for University records which are classed as 'permanent' in the University Records Retention and Disposal Authority (RDA).
When a Faculty or Chancellery work unit no longer requires perment value records for active business use, these records are then transferred to Records & Information, who will then provide them to UMA to register and make available, where appropriate.
How do I get permission to access records?
Current staff requests
University of Melbourne staff can gain permission by contacting the Chancellery or Faculty work unit responsible for the records, or the function/activity the records relate to.
Former staff requests
Former University of Melbourne staff can request access to their employment records by contacting HR Assist via email, hr-assist@unimelb.edu.au or by calling +61 3 8344 0888.
Alumni requests
Alumni can request access to records about their past studies at the University by contacting Stop 1 via the general enquiry form.
Academic transcripts can be directly ordered through the eCommerce platform.
Note: The University offers the Verification of Qualification service to employers and other external organisations who wish to confirm that a candidate has completed a qualification at the University of Melbourne. Verification of Qualification letters can be ordered through eCommerce.
Other party requests
Other parties, such as members of the public, researchers or media representatives can submit a request to access University records via:
- University of Melbourne Archives (UMA): For records in the custody of UMA (see the UMA catalogue), or University records created before 5 July 1978. Submit an email to: um-archives@unimelb.edu.au
- Freedom of Information (FOI): For records not in the custody of UMA and which were created from 5 July 1978 onwards. Submit an email to: FOI-Officer@unimelb.edu.au.
