Forms and templates
Form, template and information resources to help staff undertake records management tasks and requests.
Note: Records & Information have a Request form in ServiceNow that can be used for matters relating to: Access/Discovery of Records, Content Manager, Records Management Policy and Standards, Records Managed SharePoint, Registration of Contracts, Retention and Disposal, Training and Engagement and Web Archiving.
Forms
| Topic | Form name | Description | Download / link |
|---|---|---|---|
| Access | Request for Archived Student File Form | To be used when requesting access to, or re-activating an archived, hardcopy student file | DOCX 213KB |
| Access | Request for Employee File Form | To be used by HR staff when requesting access to a hardcopy Employee File from Records & Information | MSG 128KB |
| Access | Request for Record in Records & Information Custody Form | To be used when requesting access to records that are in the custody of Records & Information | DOCX 217KB |
| Disposal | Confidential Disposal Request Form | To be used to request confidential disposal bins from Facilities Services to securely and safely dispose of documents and media | Service Now |
| System | Content Manager Confidentiality Statement, Access and Security Form | To be used when requesting access to the University's recordkeeping system Content Manager | ServiceNow |
| System | Content Manager Notification of Staff Movement Form | To be used when staff change location or position, or no longer require access to Content Manager | DOCX 216KB |
| Web Archiving | Web Archiving Notification Form | To be used to notify Records & Information of a site/page to include in the web archive | Website |
Templates
| Template name | Description | Download |
|---|---|---|
| Box List | To be used to list temporary hardcopy records that will be stored locally in work units | DOCX 214KB |
| Content Manager File Creation | To be used when requesting the creation of multiple Content Manager files | XLS 42KB |
| Digitisation Plan | To be used when preparing an authorised plan to digitise hardcopy source records and treat the digitised copy as the official record | DOCX 223KB |
| Digitisation Quality Assurance Checklist | To be used to ensure that the digital scanned image is sufficient to meet legal evidentiary obligations | DOCX 213KB |
| Records Destruction List | To be used when compiling lists of records for authorised destruction | DOCX 198KB |
| Records Handover for Staff Leaving or Relocating | To be used to record and handover critical documents and records, before staff depart from the work unit or University | DOCX 220KB |
| Records Management Checklist for Staff Leaving or Relocating | To be used to determine how to prepare records, before staff depart from the work unit or University. | DOCX 214KB |
| Records Transfer Listing | To be used when transferring temporary records to secondary storage or permanent records to the custody of Records & Information | XLS 49KB |
Information
| Information / guide name | Description | Download |
|---|---|---|
| Content Manager Approved Acronyms and Abbreviations for Titling Records List | To be used when titling records in Content Manager | XLSX 20KB |
| Normal Administrative Practice (NAP) Workflow | To be used to determine if a record can be destroyed under NAP | PDF 618KB |
| Records Management Workflow for Closing Work Units | To be used to determine how to meet your records management responsibilities when your work unit closes | DOCX 259KB |
| Relocating Hardcopy Work Unit Records Workflow | To be used to determine how to relocate hardcopy records when your work unit moves to a new location | PDF 588KB |