Digitisation plans
What is a digitisation plan?
The University has responsibilities under the Public Records Act 1973 (Vic) to appropriately and lawfully create, manage and dispose of University records.
A Digitisation Plan identifies hardcopy source records to be digitised (eg, scanned) where the intention is to:
- Destroy the source record, and
- Use the digitised record for ongoing business.
Important: It is unlawful to destroy digitised source records without a completed and authorised Digitisation Plan.
When should a plan be used?
A plan should be used for the following types of digitisation activities:
- Ongoing digitisation as records are received by a work unit – eg, scanning incoming mail, invoices, applications etc
- Projects for the digitisation of existing records – eg, converting a collection of paper records to help preserve them or make them more accessible to University staff to support business.
Note: A new plan should be created when the digitisation process, technology or tools, or way the records are going to be managed significantly change.
What are the benefits of preparing a plan?
Preparing a Digitisation Plan will help ensure the digitisation of University records is properly planned and managed in accordance with PROS 19/05 S1 Digitisation Specification requirements issued by Public Record Office Victoria.
Having a plan:
- Enables you to lawfully digitise and destroy hardcopy University records
- Ensures you receive support from a member of the Records & Information team
- Supports best practice techniques and processes
- Connects you with relevant University services
How to create and implement a plan?
Refer to the following University resources to help develop and implement your Digitisation Plan with support from Records & Information:
Existing digitisation plans
A Digitisation Plan may have already been created for your specific work area and type of University record. Please consult with Records & Information 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 |
Further information
If you have any questions or wish to establish a plan for your area, please contact us: records-info@unimelb.edu.au.