Digitisation Plans for University records
Digitisation of University records with the support of the Records team.
What is a Digitisation Plan?
The University has records management responsibilities under the Public Records Act 1973 (Vic), including the responsibility to ensure that records are disposed of as consistent with the Act.
A Digitisation Plan identifies records to be scanned on an ongoing basis where the intention is to destroy the hard copy source record, and for the University to use the converted record for ongoing business.
The benefits of implementing a plan include:
- Enables you to digitise and destroy hard-copy university records;
- Support provided from member of the Records team;
- Apply best practice techniques and processes; and,
- Connects you with relevant University Services.
Creation and Implementation
Digitisation Plans are established between the business unit and a member of the University Records team.
Process to Develop a Digitisation Plan (Promapp)
Digitisation Plan Template (DOC)
Existing Digitisation Plans
A Digitisation Plan may have been created for your specific business area and type of University record. Please consult with University Records before applying a Digitisation Plan to your area.
| Department/Unit | Type of University record |
|---|---|
| Carlton Health Service | Inactive Patient records |
| Campus Services, Fleet Services | Smartfleet Applications |
| Health & Safety | Health Hazard Assessment Questionnaires |
| Legal Services | Checklists and Execution Request forms |
| Grants & Contracts, NHMRC | Grant Application records and Multi Institutional Agreements |
| Space Management | Valuation records |
| Student Equity & Disability Support | Client files |
| Student Service Delivery | Student Files held in Student Centres |
| Ten to Men Project | Participant Documents |
| Themis Service Desk | Themis Responsibility Application forms |
| University Copyright Office | Audio Visual Photograph Consent forms |
| Records & Compliance, Records | University Legal Agreements & Contracts, Destruction Lists and Digitisation Plans |
| Records & Compliance, Education & Regulatory Compliance | Freedom of Information material |
Resources
Quality Assurance Checklist (PDF)
Further Information
For more information, please refer to the Public Record Office Victoria (PROV) Capture Standard and associated Specifications and Guidelines:
PROV Capture Standard Suite (External)
Contact Records
If you have any questions or wish to establish a plan for your area, please contact University Records by email records-services@unimelb.edu.au.