Records and information are created as part of everyday business processes – emails sent and received, photos taken, reports, spreadsheets and documents created. Some information is created automatically by a system or processes. Records contain the information that is needed for our day to day work. Their purpose is to provide reliable evidence of, and information about, "who, what, when and why" something happened. In some cases, the requirement to keep certain records is clearly defined by law, regulations or professional practice. More often, recordkeeping is a matter of policy and good business practice, developed over time and "built into" work processes, to ensure that the organisation can:
- Refer to records of past transactions in order to perform subsequent actions
- Produce evidence of financial or contractual obligations, to avoid dispute or protect against legal liability;
- Draw on evidence of past events to make informed decisions for the present and future; and
- Account for its actions and decisions when required to do so.
The Records Management Unit (RMU) is located within the Corporate Governance Division under the auspice of the Registrar. RMU is responsible for ensuring that the University's records are kept safe and secure within the University approved Electronic Records and Management System (EDRMS). The team also provides a range of records management advice and services to all business units within the University.
Services we provide include:
- Quality assurance;
- Security and Access;
- Advice on recork keeping system design;
- Advice on vital records;
- Advice on the storage and disposal of inactive records;
- Administration of the EDRMS;