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Records tell us what, where and when something was done or why a decision was made. They also tell us who was involved and under what authority. In other words, records provide evidence of government and individual activity.
Creating and keeping records at Charles Sturt University depends on the co-operation of everyone. Whilst the Vice-Chancellor and the University Records Manager are responsible for meeting the requirements of the State Records Act 1998 and standards issued under the Act, effective organisational record keeping ultimately depends on you.
A record is any item of information created in the day-to-day running of an organisation and includes items such as Microsoft Office documents and emails; videos and presentations. HPE Content Manager (Unirecords) is used at Charles Sturt to capture vital and important corporate records. Examples of records to keep include:
High risk and high value records will generally be those that:
Records are generally categorised into four (4) types:
These are those records which if are destroyed, could seriously affect the viability and continuation of the University. There are many cases of companies going out of business as the result of a fire destroying its vital records. For example student academic transcripts, agreements and leases etc.
These are those considered necessary for the smooth running of an organisation, but whose loss would not necessarily put it out of business. Their loss would however cause serious disruption and inconvenience, and involve many hours of research to reconstruct. For example Personnel history cards, minutes, public liability claims, student files etc.
These form the bulk of any organisations records; these would be an inconvenience if lost but not a disaster. In most instances their loss can be written off and there is no need to reconstruct folders.
These would contain material that is not important or essential to University business for example letters of appreciation, etc.
The objectives of any disaster recovery plan are:
As Charles Sturt University scans all received documents and holds electronic versions of all material produced these electronic files/scanned images act as a back-up or copy of the physical documents where they exist, these electronic files/scanned images are also backed-up by DIT each night when registered within HPE Content Manager (Unirecords). The physical vital documents should be protected as best as can be i.e. within lockable rooms/cabinets and on appropriate shelving.
When determining whether to capture a record into HPE Content Manager (Unirecords) the following technique can be useful:
Know how your work unit operates, what your role within the team is, and which of your tasks produces information that needs to be captured as a record. Identify the risk that surrounds loss of the corporate information you work with. What would the impact be if you needed to quickly reproduce the files? What would the impact be if personal or sensitive information was made public? How quickly could you locate records? Could the records be replaced?