If you are unsure if the records you have are required to be maintained as corporate records, contact the the Central Records and Mailroom Services unit who will be able to advise you further. ; there are no other legislative requirements to retain the records; the University has no further requirement for the records and; the records have no historical significance which would be lost by their destruction. The following sections outline the process for requesting the transfer or disposal of records and is broken down into 4 sections: 1. system used to control an organization's records from the creation of the record until the record is archived or destroyed 1. The destruction certificate is to be forwarded to Central Records and Mailroom Services to be stored with the original disposal authority form. Personal email must be managed as per the Use of Computing and Communication Facilities Policy. Information Management Committee Providing leadership, direction and strategic advice on the planning and delivery of the Information Management Strategy, Roadmap and Action Plan in alignment with USCs Planning Framework. This Policy is applicable to all University staff including sessional staff, researchers and research staff. All electronic records must be captured in an approved corporate business system. Records management is the systematic control of records in an efficient … Policy on Records Management Status: Approved Date: 2011-09-21 File Reference: 4 • Efficiency and economy are ensured by eliminating unnecessary duplication of records. 6. Preserve and defend our company’s legality 6. Introduction 1.1. University records must only be disposed of in accordance with an applicable Retention and Disposal Authority (RDA) issued by the Public Records Office of Victoria (PROV). Accessibility, Indexing, and Storage. The content (the information that is sent or received) including representation of the format (text, visual, sound or video); The context in which the record is used, the business purpose of the social media record and its relationship to the business of the agency (purpose of the record); Where possible, the original content, otherwise a text log of entries; The metadata associated with the record, including the date and time the message was sent, the name of the Officer who authorised and / or sent the message, and to whom it was sent; For messages received by the agency, the name of the Officer and account that received the message, the purpose of the message (the relationship between the message and other records, why the message was sent or received, what it was in response to); The name of the social media application that the message was created on [2]. Records Management Policy 1 Records Management Policy 1 Preamble As a pre-eminent university in Africa, driven by the pursuit of knowledge and innovation, with a unique institutional culture based upon the values the University espouses, the North-West University has adopted its first Records Management Policy on 22 November 2013. Make better decisions 2. Acceptable methods of destruction include -. 8. The correct management of information and records as defined by these procedures and related policy. [1] PROS 10/13 - Guideline 3: Destruction - issued by the Public Record Office Victoria (PROV). Records received or created by University staff are deemed to be Public Records under the Act. Inactive hard copy records not required for normal business activities should be stored at the University’s official offsite archive facility. Document and Records Management Procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. Hard copy records which have been scanned using a University MFD and sent as an attachment to the registering officer for registration purposes can be registered separately and the email message discarded. the appropriate forms are completed and a copy placed inside the top of each box. [1] Business areas must ensure processes for the capture of records are documented and adhered to by staff. Storage at other non-University owned offsite storage facilities is not permitted. This includes transferring the custody of hard copy records, and ensuring records stored in Outlook and / or network drives have been registered in ECM. Online Recordkeeping Awareness Training to be completed by all University staff; and. Once boxed, records are to be transferred to Central Records and Mailroom Services at Mt Helen Campus. Records identified by an authorised Retention and Disposal Authority as being temporary. [1] State Services Authority 2010, Guidance for use of social media in the Victorian Public Sector http://www.egov.vic.gov.au/victorian-government-resources/website-practice-victoria/web-2-0-victoria/guidance-for-use-of-social-media-in-the-victorian-public-sector.htmlaccessed July 2012. NOTE - All records, regardless of format, must not be disposed of without proper authorisation as outlined in the Records Disposal Process. Title: Records Management Policy Policy Owner: University Archivist, Records Management Applies to: Faculty, Staff, Others Campus Applicability: All Effective Date: March 11, 2009 For More Information, Contact University Archivist, Records Management Contact Information: (860) 486-4507 Official Website: Background and Purpose of the Policy The University of Connecticut is an … PROS 16/07 – Retention & Disposal Authority for  Records of the Higher and Further Education Functions. Active records must be stored securely to protect against theft, loss, misuse or inappropriate or unauthorised access [1]. It also applies to individuals who undertake work on behalf of the University, but are not employed by the University including: and covers all University records (including work completed by or on behalf of the University) in any format and from any source. 4. All hard copy records created or received by the business area are to be stored in PROV compliant storage areas within the business area while the record is being used for daily business activities. The boxes should be securely stored until the yearly audit by University staff, who will review the records and complete the Central Records Disposal Checklist. No University employee is exempt from this policy. The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. Develop plans to improve and grow the company Records are not permitted to be stored offsite at other non-University approved storage facilities. For a full list of relevant definitions, please refer to the Records Management Policy. The Archives Lodgement form is to be completed and a copy placed inside the top of each box. Magnetic Media - records stored on magnetic media should be erased by degaussing (subjecting them to a strong magnetic field). This rule applies as the email message contains no relevant metadata to provide history or context to the attachment, and is purely a mechanism for delivery. Records containing personal information must be captured, stored, accessed, and disposed of in line with the requirements of relevant legislation (including, but not limited to the Information Privacy Act, Freedom of Information Act and Public Records Act). Records are not permitted to be stored offsite at other non-university approved storage facilities. 4.6 Distribution and Maintenance Inactive hard copy records not required for normal business activities should be stored at the University’s official offsite storage facility. Business systems must be able to guarantee the security of records at all times and track who has accessed or amended data within those systems. Film and Microfilm - records should be destroyed by shredding, cutting, crushing or chemical recycling [1]. Examples include (but are not limited to): To comply with mandatory PROV Standards and relevant legislation, it is the responsibility of all University staff to consistently create, capture, access, store and manage records as part of normal business practice. There are many risks associated with the use of the cloud for storing records including security, privacy, legislative compliance etc. They are identified as having historical significance and / or are classed as a permanent record by PROV; They have not met the minimum retention timeframe as specified in the applicable RDA; It is known that the records may likely to be required in evidence, either now or in the future – regardless if a valid RDA has been issued by PROV; There has been an embargo placed on the disposal of records either by the University or PROV – regardless if a valid RDA has been issued by PROV; It is identified that there is still a business requirement for the records to be retained. Rubber bands or other methods of bundling are also not permitted to be used on records being prepared for archiving. 4. Staff should ensure when creating email records they adhere to the requirements of the University's Use of Computing and Communication Facilities Policy. 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