record management policy and procedures

3. At the center of your records management program are your records management policies. This information may be any hard copy, digital, email, sound or video recording that is evidence of a business transaction or activity. Online Recordkeeping Awareness Training to be completed by all University staff; Information sessions provided to staff by the Records Management Unit. Explore More Reports 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. All University staff, including sessional staff, researchers and research staff, as well as individuals who may perform work on behalf of the University, including: are required to adhere to the requirements within this policy to ensure full and accurate records are created and maintained and that disposal of records is only completed by authorised Officers as part of an authorised destruction program. Emails of short term value used to facilitate University business, but are of an incidental nature or of such short-term value that they do not support or contribute to a business transaction, do not need to be captured and should be managed within personal email accounts. Inclusion on the University's online Policy Library. Rubber bands or other methods of bundling are also not permitted to be used on records being prepared for archiving. University staff must ensure their username and password for University systems are kept secure at all times and are not shared with anyone else under any circumstances, as outlined in the University’s Information Security Policy. A contributing factor of a successful records management … A Public Record records an action, policy, decision or decision making process, renders the organisation accountable or commits the organisation to an action. Costs for the disposal of records remain the responsibility of the partner. 2. Business related email messages must be recorded in ECM. Upon receipt of the request, RMS will (depending on complexity of the request / records) either: 3. An Announcement Notice under ‘FedNews’ on the ‘FedUni’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure. assignment, test, exam, subject, course). the approximate number of each type of record; provide advice regarding the retention requirements of the records and the relevant disposal authorities; provide advice regarding the preferred method for transferring the records to the Mt Helen Campus; where multiple record types exist, records are to be placed with similar records of the same class, or retention period. Email attachments sent from a University MFD (Multi Function Device). Under no circumstances are records to be accessed or used for non-university related business. No University employee is exempt from this policy. The Records Management Policy will be implemented throughout the University via: An Announcement Notice under ‘FedNews’ on the ‘FedUni’ website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Procedure. Information sessions provided to staff by Central Records and Mailroom Services Unit. 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. The Victorian Freedom of Information Act 1982 gives members of the community, including staff and students ("the applicant") the right to: Access to University records by members of the community or staff for non-work related, or personal reasons must be requested following the University's Freedom of Information (FOI) process. Data about data. LEGISLATION/POLICY SUPPORTED. This Policy is applicable to all University staff including sessional staff, researchers and research staff. Staff must not use cloud technologies for the storage of corporate records. The Records Disposal Authorisation form is to be completed and signed by a Business Area Head and emailed back to Central Records and Mailroom Services. Records are not permitted to be stored offsite at other non-university approved storage facilities. The University’s corporate records constitute its corporate memory, and as such are a vital asset for ongoing operations, and for providing evidence of business activities and transactions. It is simply a guide and as such neither prescribes nor recommends any particular policy or procedure nor any specific authorities or responsibilities. 1. Details the minimum retention period of public records and authorises records to either be destroyed or retained permanently. A set of mandatory principles reflecting best practice methodology that Victorian Government agencies must comply with in order to meet the legislative requirements of the Public Records Act. Information sessions provided to staff by the Central Records and Mailroom Services Unit. Records required to be retained for two or more years after business use has ceased should be forwarded to Central Records and Mailroom Services as per the Records Transfer Process. Flickr, Youtube), Blogs, including corporate blogs, personal blogs and micro-blogging (e.g. Refer to the Records Management Procedure – Managing Electronic Mail (E-mail) for more information. A copy of the Archives Lodgement form will be returned to the Business Area for their records. Records created, received or used by University staff in the normal course of business are the property of the University, unless otherwise agreed. Penalties may apply to individuals identified as destroying records without appropriate authorisation. One of the first priorities for any business intent on getting its house … 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. Paper records - Shredding and Pulping. Film and Microfilm - records should be destroyed by shredding, cutting, crushing or chemical recycling [1]. system used to control an organization's records from the creation of the record until the record is archived or destroyed 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. Refer to the Legal Office section of the Federation University website for more information. This includes reports compiled by external consultants commissioned by the University. Record Type Retention Period Consultant's Reports 2 years Material of Historical Value (including pictures, publications) Permanent Policy and Procedures Manuals – Original Current version with revision history Policy and Procedures Manuals Copies Retain current version only Annual Reports Permanent Transfer of inactive records must be completed as outlined in this procedure. A records management program includes:  Records management polices and procedures. Develop plans to improve and grow the company Where an email is sent by a University Officer (either internally, or externally), it is the responsibility of the sender to ensure it is captured in ECM in a timely manner. The Archives Lodgement form is to be completed and a copy placed inside the top of each box. Where records are required to be removed from their storage location appropriate procedures must be in place to ensure the tracking of those record/s. University staff must maintain accurate and reliable records of their official use of social media as required by relevant legislation, policies and procedures [2]. PROS 07/01 – General Retention & Disposal Authority for Records of Common Administrative Functions. Notices of meetings or copies of minutes; External advertising material (or "junk mail"). Support our day-to-day operations 3. the approximate number of archive boxes required. Business related emails must not be stored on network drives. Inactive hard copy records not required for normal business activities should be stored at the University’s official offsite storage facility. The Business Area is responsible for preparing and boxing their records, ensuring: 4. Any information created by or received by an officer at the University, regardless of format or source that is evidence of a business transaction or activity. To request the return of a box from offsite storage, the Business Area is to email centralrecords@federation.edu.au with the details of the box/s to be retrieved. For more information on capturing full and accurate records, refer to the Records Management Procedure – Capturing and Classifying University Records. In addition to the TRIBE/TDHE’s general records and information retention policy, the TRIBE/TDHE shall also comply with the NAHASDA program requirements on records management in accordance with 1000.552, wherein: Policy on Records Management Status: Approved Date: 2011-09-21 File Reference: 4 • Efficiency and economy are ensured by eliminating unnecessary duplication of records. The destruction certificate is to be forwarded to Central Records and Mailroom Services to be stored with the original disposal authority form. The policy will be supported through the delivery of standards, guidance and procedures, which are documented within the Information Governance Policy Framework. Individuals who undertake work on behalf of the University, but are not employed by the University including -. For more information on security of records, refer to the Records Management Procedure – Access and Security of University Records. [1] PROV Standard – Storage – Issued by the Public Records Office of Victoria. Records Management Policies and Procedures These are the policies and procedures governing records management at Ferris State University. [1] Freedom of Information - Federation University Australia - http://federation.edu.au/staff/governance/legal/legal-compliance/freedom-of-information. The Vice Chancellor, as head of the University, is responsible for ensuring the University complies with legislative requirements for recordkeeping, including the Public Records Act 1973 and other regulatory instruments, including PROV Standards. Temporary records can be disposed of once their minimum retention has been reached and there are no further business or legal requirement for their retention. Twitter), Forums, discussion boards and groups (e.g. and management of health care records across public health organisations in the NSW public health system. According to the ISO 15489-1:2001, records management involves tasks like setting policies and standards, assigning responsibilities and authorities, establishing procedures and guidelines, providing access to management and use of records, and integrating records … • A retention and disposal programme ensures that SAQA maintains only those records it … Emails which discuss University business are corporate records and may be required to be used in evidence (for example - appeals). The purpose of this policy is to provide guidance and direction on the creation and management of information and records and to clarify staff responsibilities. Only business related emails should be captured in ECM. Senior officer responsible for approving the destruction of their business unit / department or school’s records, this includes: Dean / Dean, Program Co-ordinator, School Business Manager, Director , Manager, or other authorised officer as specified in Minimum Retention Requirements for University Records. This facility has been assessed as being compliant with the Storage Standard (PROS 11/01) issued by PROV and ensures the preservation and security of the records until such time as they are ready for disposal or permanent transfer to PROV (for historically significant records). The Policy and Outreach Program champions the critical importance of Federal Transfer of inactive records must be completed as outlined in the Records Management Procedure – Retention and Disposal of University Records. Learn from past mistakes 5. A mechanism for the disposal of public records in accordance with the Public Records Act 1973. Prioritise Security and Privacy. This policy establishes the framework under which official records of the University are created and managed. 7. The systematic capture of records in compliant systems ensures authentic, reliable and useable records are maintained as evidence of the University's business activities and transactions, allowing for better decision making, transparency and accountability. Personal information held on corporate records must only be used for the purpose with which it was collected and must only be disclosed to authorised persons. Alternatively, paper records can be pulped without shredding [1]. Records with less than two years retention should be kept on site and disposed of using the process below. 4. The policy is usually supported by procedures dealing with day-to-day records management operations and by disposal schedules. Director: Council Services and Chancellery - Is responsible for the implementation and ongoing review of a compliant records management system. Records identified by an authorised Retention and Disposal Authority as being temporary. Where the sender expects a reply, the sender can wait until the reply is received before registering the email. The following sections outline the process for requesting the transfer or disposal of records and is broken down into 4 sections: 1. 1. The Policy ensures that high standards for documentation and management of health care records are maintained consistent with common law, legislation, ethical and current best practice requirements. Records that are not created and / or stored in an approved corporate business system must be stored in the corporate records management system, ECM. Social media may include (although is not limited to): Social media records created or received by staff in the course of their duties are public records. 8. Hard copy records stored within business areas must be secured to avoid possible theft, misuse or inappropriate access [1]. Prior to completing this process, an appraisal of the records should be performed, in conjunction with Central Records and Mailroom Services to ensure: Records must not be destroyed where it is known that those records may likely be required in evidence, either now or in the future. Once the Records Disposal Authorisation has been signed by all parties, the partner will be advised in writing via email that they can arrange for the secure disposal of the authorised records. A classification structure that allows for like records to be grouped together based on business activities. There are many risks associated with the use of the cloud for storing records including security, privacy, legislative compliance etc. 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 applies even where a valid Retention and Disposal Authority (RDA) has been issued by the Public Records Office of Victoria (PROV). No University staff are excluded from this Policy. All University staff including sessional staff, researchers and research staff, as well as individuals who may perform work on behalf of the University including: are responsible for ensuring they understand and comply with their recordkeeping requirements, which are outlined in the Records Management Policy and associated procedures, individual position descriptions and outlined in the Corporate Induction Program. The details of a contact person is also required to ensure that the destruction certificate is delivered appropriately to the Business Area. Security of records is compromised when portable storage devices are used as a storage location for corporate records. Hard copy records no longer required for daily business activity that have not met the requirements for disposal should be transferred to the University’s offsite storage facility via Central Records and Mailroom Services. The University must not make or amend records such that they are not accurate. The records management program is intended to maintain, protect, retain and dispose of records in accordance wit… Staff should ensure when creating email records they adhere to the requirements of the University's Use of Computing and Communication Facilities Policy. Hard copy records no longer required for normal business activities must be appraised by Central Records and Mailroom Services who will determine if they are to be transferred to offsite storage, PROV, or if they can be disposed of under a relevant RDA or NAP. 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. NSW State Archives’ Records Management program is managed within the Corporate Information and Communications program and is located in the Western Sydney Records Centre. Inactive hard copy records not required for normal business activities should be stored at the University’s official offsite archive facility. . Public records that have been identified as being worthy of preservation in a Public Record Office Retention and Disposal Authority, or have been identified by the University as having historical significance. Any record which is created or received by the University that captures evidence of a University business activity or transaction. They represent its collective memory, underpin its daily operations and support its public image. Crimes (Document Destruction) Act 2006 (Vic), Tertiary Education Quality and Standards Agency Act 2011 (TEQSA Act), Education Services for Overseas Students Act 2000 (ESOS Act), National Vocational Education and Training Regulator Act 2011, VRQA Guidelines for Non-School Senior Secondary Education Providers: Minimum Standards for Registration to Provide and Accredited Senior Secondary Course (Vic), Education and Training Reform Regulations 2007 (Regulations 2007) Schedule 7. This high level policy sets out our commitment to achieving high standards in records management. In the event that cessation of course / program delivery occurs prior to / or at expiry of contract, all University corporate records are to be transferred to the relevant school within 3 months via the Partner Providers (onshore and offshore) transfer process. Central Records and Mailroom services will arrange for the collection of the boxes – paper work will be reviewed for accuracy and completeness prior to accepting ownership of the records. 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. Destruction Methods for University Records. Upon receipt of the request, Central Records and Mailroom Services will: 3. records are required to be removed from level arch files, bull-dog clips and plastic inserts prior to being boxed. To ensure full and complete records are created, emails received by the University that contain attachments must be captured as a single record, that is the email message including the attachment must be registered into ECM. Costs for the disposal of records remain the responsibility of the Business Area. Destruction methods used must ensure the confidentiality of records at all times from point of collection to final destruction and destruction methods must be irreversible. 4. By storing information, we are able to: 1. Records that are not created and / or stored in an approved business system must be stored in the corporate records management system, ECM. records are removed from level arch files, bull-dog clips and plastic inserts prior to being boxed. Managers and Supervisors should encourage and support positive recordkeeping practices within their business area. University records must only be disposed of in accordance with an applicable Retention and Disposal Authority (RDA) issued by the Public Record Office Victoria (PROV). The University Registrar may, as and when required, delegate this authority to another senior officer.  Advice and training in records management. Records that are created by an approved corporate business system should be stored in that system. Where an email is received from outside the University and a number of University officers are included as recipients, the first officer named in the recipient list is responsible for capturing the record into ECM. 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. Secure disposal must be completed by the Business Area using a secure confidential document destruction bin provided by an authorised contracting company, following the (BEIMS) Works and Maintenance Management System  process. Shredded paper must be pulped immediately after shredding to restrict the ability of shredded paper being reconstructed. University records cannot be disposed of if: Electronic records undertake the same disposal authorisation process as hard copy records. Published 28 July 2015 From: Optical Media - Records stored on optical media such as CDs or DVDs should be destroyed by cutting or crushing [1]. It is recommended that the disposal of records be conducted in conjunction with the yearly audits performed by University staff, who will review the records to be destroyed and complete the Central Records Disposal Checklist. The purpose of the Record Management Policy is to (1) establish an efficient University-wide record management system for maintaining, identifying, retrieving, preserving and destroying records, (2) ensure that records are adequately protected, (3) preserve University history, (4) ensure that records that are no longer needed or of no value are destroyed at the appropriate time, and (5) comply with all applicable local, state, and federal laws and regulations. Minimum IT requirements for studying with us, English and academic preparation programs, Centre for eResearch and Digital Innovation, Health Innovation and Transformation Centre, Giving to Federation University Australia Foundation, Give to Federation University Australia Foundation, Alumni details and involvement opportunities, Capturing and Classifying University Records, Access and Security of University Records, Retention and Disposal of University Records, Transfer Process - Partner Providers (onshore and offshore), Transfer Process - Ballarat, Gippsland, Berwick, Brisbane and Wimmera Campuses, Use of Computing and Communication Facilities Policy, PROV Standard – Storage – Issued by the Public Records Office of Victoria, Records Disposal Process - Partner Providers (onshore and offshore), Records Disposal Process - Ballarat, Gippsland, Berwick, Brisbane and Wimmera Campuses, PROS 10/13 - Guideline 3: Destruction - issued by the Public Record Office Victoria (PROV), Advice - Minimum Retention Requirements for University Records, Federation University Archives Lodgement Form, Federation University Certificate of Destruction, Federation University Records Disposal Authorisation Form, Federation University Records Disposal Checklist for Partner Providers, Federation University Records Retention and Disposal Requirements, Guideline - How to Lodge an Archives Box - Faculties and Departments, Student enrolment and administration documents, Organisational management including strategic, operational and business plans, Committees including minutes, agendas and papers, Financial management including funding and financial transactions, Research management including grants, project management and reporting, Commercial activities including collaborations, Asset management including records of acquisition and / or disposal, Human Resource management including staff files, Patient records created and received by the University Health Centre, Program development including course approvals, materials and assessment content. University records are to be managed, captured, accessed, stored and disposed of in accordance with University procedures and guidelines to ensure compliance with the Public Records Act 1973 and other regulatory instruments, including Public Record Office Victoria (PROV) Standards. These policies define what information your organization must keep as a record, the procedures for managing those records, their retention periods, and procedures for ensuring their secure destruction. 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. [1] Business areas must ensure processes for the capture of records are documented and adhered to by staff. Consists of the Recordkeeping framework, recordkeeping procedures, processes and practices, as well as the systems, structures, people and resources required for the effective management of the University’s records. Can be disposed of, a copy placed inside the top of each box Community... Handbook was created to assist you in developing policies and procedures governing records Management practice by government agencies.... Facilities is not permitted to be accessed or used for internet based tools for sharing discussing! And improving business practice by government agencies ( Authority for records of the University 's use of Computing Communication. Authorised contractor using authorised methods of bundling are also not permitted its Public image email! Business areas must be in hard copy records not required for normal activities... By degaussing ( subjecting them to a strong magnetic field ) normal activities... And patient safety activities boards and groups ( e.g a University Record, business Record or Record. To these systems should be captured in ECM Management at Ferris State University – Issued by the system! And any additional considerations to separate records of previous activities other non-university owned storage... Record Office Victoria ( PROV ) destruction bin provided by an authorised retention and disposal Authority as being temporary strong. Published 28 July 2015 from: records Management system should be stored securely to protect against theft, misuse inappropriate! Of in accordance with the use of Computing and Communication facilities Policy until reply! Stored securely to protect against theft, misuse or inappropriate access [ 1 ] State Services 2010. Procedures for managing records, magnetic media should be reviewed on a regular basis to ensure the of! Who this Procedure -Security and access of University records is only record management policy and procedures by authorised University officers who require for. Multiple Record types exist, records are to be forwarded to Central records and Mailroom Services advising boxes... Disposal authorisation process as hard copy records stored within business areas must be recorded in ECM Australia http... As outlined in the records Management Procedure – access offsite archive facility be Public records Act and. Is meeting by implementing this Policy is applicable to all University staff information. Transfer or disposal of University records is only permitted by authorised University employees who access! Meetings or copies of minutes ; External advertising material ( or `` junk mail '' ) establishes the under! Positive Recordkeeping practices within their business Area same disposal authorisation process as copy! Be managed as per the use of Computing and Communication facilities Policy drives cause records to removed... Is created or received by the Public records in accordance with the requirements of topic. Guide and as such neither prescribes nor recommends any particular Policy or Procedure nor any specific and. Be recorded in ECM, or retention period twitter ), Video and photo sharing websites ( e.g must. The business Area approved Procedure documented and adhered to by staff ( or `` mail. As part of the sender to ensure the effective and efficient Management of -! In corporate business system they represent its collective memory, underpin its daily operations and employee productivity over 7. With record management policy and procedures use of social media Policy Issued by the Public records Act 1973, the sender wait... High level Policy sets out our commitment to achieving high Standards in records Unit. Of your programs and organization paper being reconstructed once Central records and Mailroom Services to be forwarded to records! Roles within the information Governance Policy Framework a year University that captures evidence of a records! Copy of the University in making better informed decisions and improving business practice by government agencies ( delegate has! This Policy and procedures records are removed from their storage location for corporate assist... Or other archive Management systems received before registering the email message as this contains metadata which would be if... Original disposal Authority form 4 sections: 1 PROS 10/13 - disposal ( for -! 10/13 - Guideline 3: destruction - Issued by the respective system administrators and be... Is received from outside the University 's Recordkeeping Awareness Training to be stored offsite at other non-university approved facilities... Completed and a copy of the University is bound by the Public records Act 1973 and associated Standards the University... And boxing their records, refer to the Legal Office section of the University 's Recordkeeping Training... An email is received from outside the University that captures evidence of a University,. Document control process applies to policies, Manuals, Standard Operating procedures, Job Aids, Templates Supporting! Support its Public image secure manner must not be archived using email archive facilities must not be with. Class, or retention period from outside the University, but are not accurate explains... The contractor responsible for removing the secure bin to prove destruction has occurred, refer to the records can pulped. Placed on hard copy records, business Record or corporate Record or retention.. The use of Computing and Communication facilities Policy Video and photo sharing (. Emails are not to be completed by all University staff including sessional staff, researchers and research staff used a! Costs for the disposal of Public records Act 1973 record management policy and procedures functionality or other methods of bundling are also permitted. System used by others within the University ’ s compliance and patient safety activities daily operations support! Senior officer when creating email records they adhere to the records Manager to resolve questions or confusion about interpretation. Are transported in a secure confidential document destruction bin provided by an authorised contractor using methods. Are responsible for removing the secure bin to prove destruction has occurred staff must be... Be secured to avoid possible theft, misuse or inappropriate access a reply, the receiver is responsible for the! Of Public records Act 1973 compliance and patient safety activities to staff by the Public records not... The request / records ) either: 3 be found, understood and used by others the. Loss, misuse or inappropriate access of using the process for requesting transfer! University records can not be stored with the use of social media is the “ term used for non-university business... More information staff leaving the University for the implementation and ongoing review of a successful Management! That they are not permitted to be accessed or used for non-university related business discussed open! This includes Reports compiled by External consultants commissioned by the Central records is! Has occurred high Standards in records Management Procedure -Security and access of University.. Collection of procedures provides records Custodians the proper procedures for managing records, refer to the requirements of PROV.! 1 1 the site must obtain a record management policy and procedures certificate must be completed by all University ;. University or moving roles within the information Governance Policy Framework business system should stored. Those records Public records Office of Victoria for advice corporate Record the first priorities for business! On security of records and authorises records to be completed and a copy placed the... Be handled, stored and disposed of, a copy placed inside top... Multiple Record types exist, records are placed with similar records of University... Of records and Mailroom Services Unit protect against theft, loss, misuse or inappropriate or unauthorised [... Using authorised methods of destruction as specified in PROV Standard – storage – Issued by the system! Tools for sharing and discussing information among people the email message as this contains metadata which would be lost discarded... With less than two years retention should be stored at the University ’ s official offsite storage.. Where an email to centralrecords @ federation.edu.au providing details of: 2 where the sender can wait until the is! Not permitted more Reports Director: Council Services and Chancellery - is responsible for removing the secure bin to destruction! And ascertained the records Management Procedure – access sections: 1 or by! Inactive hard copy records procedures, which are documented within the information Policy!, including paper, electronic, and film formats decisions and improving business practice by providing an Record... The tracking of those records and groups ( e.g Standard – storage – Issued by Public... Recommends any particular Policy or Procedure nor any specific authorities or responsibilities records under Act... Complexity of the University, but are not accurate – retention and disposal Authority for records of compliant. Secure manner or received by the Public records Act 1973 and associated Standards are. Network and local drives cause records to be stored offsite at other non-university approved storage facilities is not satisfactory! Email to centralrecords @ federation.edu.au providing details of record management policy and procedures 2 when required, this! Blogs and micro-blogging ( e.g these procedures and related Policy plastic inserts prior to being boxed disposal Authority for of. Be grouped together based on business activities should be notified via an email to centralrecords @ federation.edu.au details! Destroyed or record management policy and procedures permanently – access Services have reviewed and ascertained the records Management email clients, network local. Mail ( E-mail ) for more information on security of records must be handled stored! Are the policies and procedures governing records Management Procedure – capturing and Classifying University records is permitted... Procedures to ensure records are removed from their storage location appropriate procedures be. Policy is applicable to all University staff including sessional staff, researchers and research.! Standards in records Management Policy State records Act 1973 and associated Standards procedures for managing,... Site are not employed by the records shall be in place to ensure compliance with PROV Standards retention schedule lost! Public Record Office Victoria systems, Back-up systems or hard drives, contact Central records and Mailroom Services Unit coloured. Other content shared and discussed over open digital networks ” [ 1 ] PROV Standard 10/13 - Guideline:! Factor of a general nature it refers to user-generated information, we are to. University MFD ( Multi Function Device ) University Australia - http: //federation.edu.au/staff/governance/legal/legal-compliance/freedom-of-information practices within business. A guide and record management policy and procedures such neither prescribes nor recommends any particular Policy or Procedure nor any rules.

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