Record keeping
Records management represents a process for capturing and maintaining evidence of, and information about, business activities and transactions.
Performing good records management will support the University to:
- Conduct business in an orderly, efficient and accountable manner
- Meet legislative and regulatory requirements
- Facilitate document decision-making
- Provide consistency, continuity and productivity in management and administration
- Protect the interests of the University, the rights of its staff, clients and stakeholders
The University manages records according to the standards issed by the Public Record Office of Victoria (PROV).
Transfer of hardcopy (paper) records
University records no longer required for day-to-day business can be transferred to Records & Archives Services (RAS) for storage and management.
Before records can be transferred they must be prepared according to the type of information and life span.
Transfer process
- Identify records which are no longer referred to regularly
- Contact RAS for instruction on how to prepare the records for transfer
- Sort records by year and group like records together
- Box or batch records
- List and describe records
- Conact RAS with finalised list
- Arrange for boxes to be delivered to RAS
Destruction of records
All records destruction is managed by RAS to ensure compliance with all relevant legislation and regulations.
Business areas are not to destroy records locally.
Destruction process
- RAS identifies records due for destruction
- RAS liaises with relevant business group to review records destruction list
- Business group manager signs 'Authorisation for Destruction' form
- RAS liaises with Legal Services to review records destruction list
- General Counsel signs 'Authorisation for Destruction' form
- RAS Manager signs 'Authorisation for Destruction' form
- RAS arranges secure destruction of records
- RAS updates TRIM records with destruction details
Digitisation of hardcopy(paper) records
As LTU transitions towards Future Ready and a new college structure, some business units may seek to eliminate the volume of paper records by scanning and destroying. This is only possible after seeking advice from the Records and Archives Services (RAS) team.
LTU records management practices must comply with statutory guidelines that regulate the scanning and managed destruction of LTU records.
Compliance with the statutory requirements for digitisation requires the preparation of a Digitisation Plan. The purpose of a Digitisation Plan is to detail the process to ensure full and accurate electronic copies are created (including quality assurance processes), and that both the source and converted records were suitably managed after the digitisation.
The RAS team are able to advise business units on implementing a formal Digitisation Plan. Once approved and implemented the Digitisation Plan will enable business units to securely scan and destroy approved paper records, allowing the scanned documents to be used to conduct day-to-day business.
Not all records can be digitised and destroyed, including original records that:
- are of historic value,
- have value as a physical artefact, or
- are subject to requirement imposed by legislation, regulation, policy, directive, or standard, that the source record be retained in a specific format.
Paper records must be managed through the record lifecycle, which includes secure destruction through the RAS unit. The RAS team has a formal process for destroying time expired records. Business units are not authorised to destroy any LTU records within their local area.
The implementation of best practice management of paper and electronic records enables LTU business units to work most effectively. The RAS team is able to assist and support your business unit through the change process.
Records management awareness sessions
Records management awareness sessions are designed to provide staff with an overview of basic record keeping principles, inform staff of their record keeping responsibilities and promote the role of Records & Archives Services in supporting them.
These sessions can be provided to specific groups at any time upon request.
For advice and assistance, or to arrange an awareness session, please contact Records & Archives Services.
PROV records management standards eLearning module
This module, developed by the Public Record Office Victoria, provides individual staff members with an overview of the basic standards required in dealing with public records.
Policies, procedures, guidelines and forms
Policy
Procedures
- Records and Archives Management Policy
- Records Disposal and Transfer Procedure
- Records and Management Procedure