Appraisal'The process of evaluating business activities to determine which records need to be captured and how long the records need to be kept to meet business needs, the requirements of organisational accountability and community expectations' (ASA 2008, p. 633).
Business Information System An approved business system used for storing University records relating to a particular function, for example: human resources, research and finance records; student records; and learning materials. Enterprise business information systems are used across the University.
ClassificationThe 'systematic identification and/or arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules' (Standards Australia 2017, p. 2).
Content ManagerContent Manager is an electronic document and records management system owned by Micro Focus. It was formerly a Hewlett-Packard product known as HP TRIM, then HP Records Manager, then HP Content Manager.
DestructionThe 'process of eliminating or deleting records, beyond any possible reconstruction' (Standards Australia 2017, p. 2).
Disposal The 'range of processes associated with implementing records retention, destruction  or transfer decisions which are documented in [retention and disposal] authorities or other instruments' (Standards Australia 2017, p. 2).
Disposal classA group of records that document the same activity or transactional process, and have the same disposal action in a retention and disposal authority.
Meeting Information Manager (MIM) A delivery platform for University of Melbourne committees for the distribution of meeting and committee papers.
Permanent University records University records designated by the RDA to be retained permanently as archives.
RecordA record is 'information in any format created, received and maintained as evidence and as an asset by an organization or person, in pursuant of legal obligations or in the transaction of business' (Standards Australia 2017, p. 2).
Recordkeeping'Creating and maintaining complete, accurate and reliable evidence of activities and decisions in the form of recorded information. Recordkeeping involves the design and management of processes and systems to capture full and accurate evidence of an organisation’s activities' (PROV 2019, p. 6).
Records systemAn 'information system which captures, manages and provides access to records over time' (Standards Australia 2017, p. 3).
Temporary University records University records designated by the RDA to be retained for a finite period.
Time expired University record Temporary University records whose nominated date of destruction has passed.
University record Any record created or received by employees of the University in the course of conducting their University duties.
University Records Retention and Disposal Authority (RDA) The University document that sets out requirements for retention and disposal of all types of records, in line with legislative requirements and University business needs.


Australian Society of Archivists (ASA) 2008, Keeping Archives, 3rd edn.

Public Record Office Victoria (PROV) 2019, Glossary, accessed 19 October 2021,

Standards Australia 2017, Information and documentation - Records management, Part 1: Concepts and principles, AS ISO 15489.1:2017, Standards Australia, Sydney.