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Records Management New policies and procedures
LRC Network – 6 March 2012
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Records Management Policies
Records Management Policy Records Management Procedure Retention and Disposal Procedure 1 Policy – Records Management Policy 3 procedures Access Procedure
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Policies and the Public Record Office Standards
Access Records management policy Records management procedure Access procedure Control Records management policy Records management procedure Create and Capture Records management policy Records management procedure Disposal Records management policy Records management procedure Retention and Disposal procedure Procedures and Systems Records management policy Records management procedure Storage Records management policy Records management procedure Retention and disposal procedure
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We will comply with the law and follow best practice
RM Policy We will comply with the law and follow best practice All staff - responsible for managing records relating to their work Heads of budget divisions - responsible for records management in their division Ideally, enterprise systems will be used Any local systems will meet University requirements
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RM Procedure Responsibility lies in the local area – Heads of budget divisions are expected to nominate a records coordinator Staff need to create, organise and keep records in appropriate systems The Enterprise Classification Scheme should be used for local systems s and web pages may also be records Risks to records should be assessed and addressed
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Retention and Disposal Procedure
Divisions must institute regular disposal programs Staff must follow the RDA in deciding how long to keep records – always consult with Records Services if in doubt Storage of temporary records is the responsibility of the Budget Division Records Services will arrange for permanent University records to be stored and transferred to the University Archives
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Retention and Disposal Procedure
Conditions must be met before scanned records are destroyed Staff must make arrangements for their records when they leave a position (transfer to another staff member, destruction or retention and storage) Records destruction must be secure and recorded
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Access Procedure Heads of Budget Divisions are responsible for security and access control for local records systems Requests from external parties for access to records should go through a request and approval process Privacy principles govern access to personal information – refer to the Privacy Officer in the University Secretary’s Department Requests can be made under the Freedom of Information Act – these requests must be referred to the University Secretary
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© Copyright The University of Melbourne 2009
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