LRC Network Planning for Records Management improvement Kathryn Dan, GM University Records and Policy

Today’s theme Plan for improved records management at the University of Melbourne Objectives – what we are aiming for and why Tool to assist – the Records Improvement Program recap – assessment worksheets and summary assessment new – next steps grid new – putting it into place with a plan

University records … Well managed Accessible Utilised Digital

Benefits – more effective business Improved decision making when using reliable records in context Better information sharing and less duplication Accountability in recording decisions and actions Reduced storage and space requirements with appropriate disposal and use of electronic records Improved information security and reduced risk Better business continuity with well supported electronic records More effective compliance and ability to meet Freedom of Information, Privacy and Public Records legislative requirements

Compliance requirements Public Record Office Victoria – 24 mandatory compliance Standards and Specifications Records management activity areas –Create and capture –Control –Storage –Access –Disposal –Procedures and systems

What can your Division do now? RIP into records management! Undertake an assessment to gain an understanding of the current position Use the assessment to identify priorities and options Develop a plan – you may have immediate and long term goals It is better to take many small steps in the right direction than to make a great leap forward only to stumble backward

What will Records Services be doing? Priorities Develop and deploy online training for induction and awareness Refresh local records coordinator network including developing collaboration site Promote local assessment using Records Improvement Program materials Participate in business systems development to ensure records compliance Review service levels and descriptions Undertake key client projects as resources allow Develop templates to guide development and management of client projects Objectives To provide comprehensive and consistent recordkeeping frameworks, advice and training to support recordkeeping in budget divisions and units To improve records management practice through systems, procedures and local practice To develop a strong network of university staff who support and implement recordkeeping policies To integrate records management systems and practices into core business systems to support research, learning and teaching, engagement and administrative activities To establish a records quality assurance and compliance program To equip ourselves to deliver new or changed services and systems