5.3 The University complies with the requirements of the Right to Information Act 2009 (Qld). 2.1 The Directorate has requirements under the Act to make, manage and keep records to support its business needs, legal and regulatory obligations and to meet broader community expectations. The standards by which you measure record management efficacy should be based on national, state and international standards. Approved by Executive Committee: 25 January 2012 . These procedures provide guidance and direction on the management of information and records throughout the information lifecycle. Visible support of and adherence to these procedures and related policy. Records determined to be of historical or cultural significance to the University can be retained for longer than the minimum period required. <>>> In this function, the RTI and Privacy Officer may deal with prospective applicants and liaise with organisational units regarding access to documents. Further review by the Queensland Privacy Commissioner is also available. RTI and Privacy Records Management Policy, Guidelines and Tools It is the policy of the Government of Saskatchewan that all government institutions manage the records in their possession or control to meet the obligations outlined in The Archives and Public Records Management Act. A person also has the right to amend, if inaccurate, incomplete, out of date or misleading documents relating to their personal information. Understanding the business process, value, security level, and risks of the information asset. Records Management Policy and Procedure Effective Date: 02/09/2020 Reference Number: 503 Page 4 of 18 Once PRINTED, this is an UNCONTROLLED DOCUMENT. It has been developed in consultation with staff and will be revised on a regular basis. 4 0 obj 8.6 A Records Disaster Recovery Plan is maintained to minimise the loss of University records in the event of a disaster. Item 6 “Definition of a Record” amended to reflect legislative change: 15 April 2015 . 1 0 obj LEGISLATION/POLICY SUPPORTED. Some information can be destroyed in the normal course of business, staff should refer to the Identifying records – Guidelines for examples of information that does not need to be kept. Transfer of inactive records must be completed as outlined in the Records Management Procedure – Retention and Disposal of University Records. Information management activities are delivered via annual Information Management Action Plans, overseen by the Information Management Committee. 2 0 obj Information Asset Owners (IAOs)- are responsible for ensuring that their directorates have local procedures and guidance in place which comply with the records management policy and standards. Information asset value to the organisation is fully realised. Refer to Policy Site for latest version. Under the Information Privacy Act, a person has the right of access to documents of the University that contain that person’s personal information. 2.2 Records created, received or discovered which contain information that may allow people to establish links with their Aboriginal or Torres Strait Islander heritage will be protected and made accessible. Corporate records are destroyed after fulfilling the minimum retention period set out in records authorities issued by the Queensland State Archives. Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or receipt to its eventual disposition.This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. Information Management Policy State Records Act 2000 (WA) Freedom of Information Act 1992 (WA) 2. Information may also be released administratively on request. The University will release requested documents to an applicant unless on balance it is considered contrary to the public interest to do so, the documents are considered exempt under the Act, or documents are unable to be located. 7.1 The University demonstrates a commitment to maintaining a robust information security environment, further addressed in the Information and Communication Technology (ICT) Security – Managerial Policy. Information management resources for staff are available on the Staff Intranet. Please refer to the University’s Glossary of Terms for policies and procedures. Retention Retention indicates how long the records have to be kept before the disposal action is undertaken. 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. Information asset is shared to the maximum extent possible in accordance with security requirements. In this section, you should outline the purpose of the policy and detail the business drivers for creating it. Staff should collaborate to prevent the storage of duplicate files, wherever possible referring to an organisational single source of truth rather than saving a local copy. endobj 1. 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. Fees and charges for formal applications, processing and access provision are applied as specified in the RTI Act. CQUniversity CRICOS Provider Code: 00219C. Legislative references updated 05 December 2018 . The University retains and disposes corporate information and records in accordance with the Public Records Act 2002 (Qld) and the relevant retention and disposal authorities. Records management also provides a basis … 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. The Policy and Outreach Program champions the critical importance of Federal records management … Personal information held by the University is collected and managed in a responsible, secure manner, in compliance with the Information Privacy Principles outlined in the Information Privacy Act. Health Insurance Portability Accountability Act (HIPAA) Age Discrimination in Employment Act (ADEA) Americans With Disabilities Act (ADA) Civil Rights Act of 1964 To access the Information Asset Register, contact Information Management Services unit. Records Management Policy and Records Management Procedures. The policy should outline clearly how it relates to other organisational policies (see also section 3, step 6 below). Officer / This includes records substantially contributing to the knowledge and understanding of aspects of University history, society, culture, environment and people. So, take a moment to read through this document and do not hesitate to reach out to our staff if you have any questions, comments or concerns. � n��ǏI��a�`GO�}������_���_����ߗ/������*4����H�:�L�QL����_�zQ��K���+���c���˕^�%�����P�ϧ ;�������z�Jߖ�. It has been developed in consultation with Councillors and … The Vice-Chancellor and President has delegated this responsibility as per the Information Management Framework – Governing Policy. 4.5 Staff should not dispose of records by either destruction, deletion, transfer, sale or donation, without prior approval from Information Management Services. This includes: The correct management of information and records as defined by these procedures and related policy. Determining the outcome of applications made under the Right to Information Act 2009 (Qld). The timely disposal of information and records is essential for effective management. LfB%�T�0�AU�|�Ͽ��oo_��� �,���v��v�h�Y$ Decisions as to the release of requested information that is not available on the University’s website or in other publications are made within the guidelines of the RTI Act, taking into consideration the factors relating to exemptions and public interest. Introduction . We recognise and pay respect to Elders past, present and emerging. The Vice-Chancellor and President has delegated this responsibility as per the Information Management Framework – Governing Policy. IAOs will nominate a Local Records Officer to take the lead … The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. Records management objectives and policy Records management objectives set out what the agency's records management function is trying to achieve. Charges may apply for providing copies of requested information. Processing of applications is conducted within the timeframes set out in the RTI Act. Refer to Identifying records – Guidelines. These approved systems appropriately support information and records management processes, and are secure from unauthorised access, damage and misuse. This includes: Principal officer / Policies and procedures set the standard for a compliant records management system. 8.2 Organisational information is created, collected, classified, and organised in a manner that ensures its integrity, quality and security. The operational management of information through the information lifecycle is promoted. The Review Officer will internally review such decisions upon appeal by an applicant. Ensuring all appropriate records within their area are recorded in an approved records management system. <> Minutes from these committee meetings are available on the Staff Intranet. These procedures are further supported by guidelines and other local documents as identified. Records Management Regulations, Policy, and Guidance. The records management procedures of Ingquza Hill Municipality comply with legal requirements, including those for the provision of evidence. The Information Asset Register records organisational information asset metadata to assist with information asset management, classification, and planning. Records Management Programme A records management programme is the systematic and consistent control of all records throughout their lifecycle. At the center of your records management program are your records management policies. This includes providing for a nominated point of contact with Record Services. Determining the outcome of applications made under the Information Privacy Act 2009 (Qld). Developing records management policies and procedures for University as a whole; Establishing corporate standards for records management; Measuring performance of the University against these standards; Providing consulting services to University staff as required; Ensuring that staff receive appropriate record management induction and ongoing training and review ; Working with relevant … Information that is extremely sensitive and intended for use only by various named individuals. Business process for the information asset is established. 8.4 Information and records management training is provided for University staff to the level of their responsibility under this policy, via the Information Management Services unit. Add digitised copies of born-physical records and attach the physical record to the official folder. In the event that information cannot be located, a written explanation of what steps have been taken to locate them must be provided to the RTI and Privacy Officer. Files Records Management Procedure Activities. Information intended for public use/consumption and intended for distribution outside the University. All employees of the University of Connecticut are required to be aware of the fact that records management procedures exist, and to ensure that records are maintained, retained, stored, disposed of and, as appropriate, destroyed only in accordance with such procedures and the Records Retention Schedules. %PDF-1.5 Further review by the Queensland Right to Information Commissioner is also available. Applications for access to, or amendments of, documents must be made via the application form available. Making initial decisions regarding release of documents within the time periods stipulated in the RTI Act. The RTI and Privacy Officer must provide to the applicant written reasons for decisions not to release documents or to give only partial access to documents. 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 management into business systems and processes. Records and Imaging Policy and Procedures For Use by Local and State Agencies [January 2015] March 2016 Version 2.0 . A records management policy does not exist in a vacuum but is part of the organisation’s overall policy framework. The objectives should be aligned with the agency's business outcomes. Guidelines on managing information in specific systems are available on the Staff Intranet, including: Information in shared network drives – Guidelines. Assisting the RTI and Privacy Officer in the related duties. Retention Schedule revised 23 November 2020. Making initial decisions regarding release of documents within the time periods stipulated in the Information Privacy Act. 6.1 The University collects and uses personal information about its students, staff and others in order to operate effectively. Your records management policy should include an annual review and assessment of internal and external compliance in relation to appropriate acts and standards. The default information asset security classification is INTERNAL. University’s documented Records Management Policy, procedures, standards and guidelines. The RMP policies are listed below and are housed on the University Policy Office site. Work integrated learning (WIL) records and Off-campus Activities records. Corporate records must not be maintained in email folders, shared drives, personal drives or external storage media as these lack the necessary functionality. 1. Assigning responsibilities for information asset management ensures the information asset is appropriately identified and managed throughout its lifecycle and is accessible to appropriate stakeholders. Records Management Policy A policy to establish a framework for the creation and management of records at teh Attorney General's Office. Because it includes so many things, records management can be a bit daunting, but … The RTI and Privacy Officer must provide to the applicant reasons for decisions not to release documents or to give only partial access to documents. Records Management to help educate and support you in meeting the legal and institutional requirements of the DePaul University Records Management Policy. Records Management (AS ISO 15489.1-2002, s.3.16): Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the forms of records. 8.3 Whilst information re-use is encouraged, information duplication is discouraged. Review Officer / Deputy Vice-Chancellor (Academic). 1 1. Information asset quality is in line with business needs. These procedures apply to all University information and records, in all formats. Applications for information not already available by other means must be made via the application form available. Ownership of the policy rests with the Chief Information Officer who is responsible for reporting to NSW State Archives regarding compliance with l… Director, Information Services. They should include the management of all records and media types, including email. 5.2 Ownership of information, and records created or received during the course of business is vested in the University, unless otherwise agreed. For handling requirements related to information asset security, see Information asset security and handling – Guidelines. Business areas seeking to undertake this activity should refer to this procedure and be guided by Information Management Services before starting any digitisation of original print records. Information assets that have not been specifically classified shall be deemed INTERNAL. Narromine Shire Council Policy – Records Management Policy And Procedures For Councillors Page No 3 of 18 1.3 Authority of this document This document has been adopted by the Council by formal minute based on the General Manager’s report and recommendations. endobj These information roles and responsibilities are based on the wider Queensland Government Information management roles and responsibilities guideline (IS44), and as per requirements of the Right to Information Act 2009 (Qld) and Information Privacy Act 2009 (Qld). Detail any specific rules and regulations your organization is meeting by implementing this policy and any additional considerations. Born-physical records include documents containing wet signatures. USC is a member of the Regional Universities Network, Institute for Cyber Investigations and Forensics, Information and Records Management - Procedures, Disposal of Digitised Records - Procedures, Information Management Framework - Governing Policy, Glossary of Terms for policies and procedures, Assessing corporate systems as recordkeeping systems – Guidelines, ICT Security - Operational Policy, Schedule A – Business Systems, Information in shared network drives – Guidelines, Disposal of Digitised Records – Procedures, Information and Communication Technology (ICT) Security – Managerial Policy, Information asset security and handling – Guidelines. 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. Establishing business processes to locate information held in their areas. See Personal information – Guidelines. 3 0 obj As part of a regular review process, this policy replaces the previous Records Management Policy adopted by Council on 20 November 2009. No charges apply for applications to access or amend a person’s own personal information. It is not necessary to attach paper copies of born-digital records to official folders. Assistance in determining records of this nature is available via Information Management Services, following criteria outlined by Queensland State Archives for substantial contribution to community memory. POL005 – Records Management Policy and Procedures V7.1 and any new legislation affecting records management as it arises. endobj The use of organisational templates is encouraged (accessed via the Staff Intranet). 4.3 Endorsed systems for the storage of corporate information are listed in the ICT Security - Operational Policy, Schedule A – Business Systems. For the purposes of this policy, a record is any document or data, irrespective of format, which evidences business activities. (b) Ensuring staff working for the University have adequate support in their efforts to comply with the Records Management Policy. The Review Officer will internally review such decisions upon appeal by an applicant. This policy has been authorised by the Director and is available to all staff. Organisations such as staff and student unions, sports associations and companies such as the Innovation Centre Pty Ltd are regarded by the University as independent for the purposes of RTI applications. These objectives should be clearly defined, measurable, achievable, relevant and set with a time frame in mind. Formal internal reviews of decisions made by the RTI and Privacy Officer, if requested by the applicant. Filing System; Record Retention Policy and Long Term Storage; Record Destruction; Files Records Management Procedure References. 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. Legal records, contractual records, and administrative records. It is committed to providing, as far as practical, an open environment which enables members of the public and the University community to access non-personal University information in the University’s possession or under the University’s control (unless, on balance, it is contrary to the public interest to give the access or allow the information to be amended) without recourse to formal RTI applications. Establishing business processes to locate information held in their areas for RTI and information privacy requests and updating areas under the Publication Scheme. Sound records management is fundamental to good governance and effective and efficient administration. 4.1 Corporate information and records must be captured by all staff and should provide reliable and accurate evidence of business decisions and actions. 8.1 All information and records management practices in the University are to be in accordance with these procedures and related policy. Business processes must ensure the maintenance of reliable information and records. <>/ExtGState<>/XObject<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/Annots[ 19 0 R 20 0 R 21 0 R 22 0 R] /MediaBox[ 0 0 595.32 842.04] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>> Information intended strictly for distribution/use by a select group. Published 28 July 2015 From: Title: Records Management Policy and Procedures: Description: The policy details the responsibilities of Department staff in relation to the creation and maintenance of records, whether in paper or electronic format.It highlights the penalties for non-compliance with the State Records Act 2000. 4.2 All University records must be captured in an approved records management system. RTI and Privacy Coordinator / Administration & Finance Officer, Information Services. Vice-Chancellor and President. The Vice President – Information Technology Services (ITS) and Chief Information Officer in the UC Office of the President is delegated universitywide responsibility for records management and information practices policy. Processing of applications is conducted within the timeframes set out in the Information Privacy Act. stream ×. USC acknowledges the Traditional Custodians of the land on which its campuses sit. 5.1 The University approach to information access is one of openness, encouraging a culture of information sharing to ensure organisational effectiveness. Ensuring staff are aware of, and are supported to follow, the information management practices defined in these procedures. The Ingquza Hill Municipality follows sound procedures for the security, privacy and confidentiality of its records. 1. Your records management program should support policies and procedures both legally and operationally. Our staff is available Guidelines for Managing Trustworthy Digital Public Records. This policy refers to all records created by Channel 4 in the course of business. x��\[��8�~���G{�ś.���\&��������>L�Acˎ�m�Gr:��t��)Q7w����$iQ$�XUd}U,�՛����S���՛�)_.6�oW���]�~�/�n�ݾ�O�cy����'l�[�o���:x��]���Q�i�� Information intended only for all employees and approved non-employees of the University. 4.2 All University records must be captured in an approved records management system. Corporate records must not be maintained in email folders, shared drives, personal drives or external storage media as these lack the necessary functionality. Policy has been developed in consultation with Councillors and … 1 of documents within the time periods stipulated the. Action Plans, overseen by the Queensland Right to information Commissioner is also available Municipality follows sound for... Off-Campus activities records longer than the minimum period required records Act 2000 ( )! 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