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As part of a regular review process, this policy replaces the previous Records Management Policy adopted by Council on 20 November 2009. Information intended strictly for distribution/use by a select group. Assisting the RTI and Privacy Officer in the related duties. 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. 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. <>/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>> 8.1 All information and records management practices in the University are to be in accordance with these procedures and related policy. These approved systems appropriately support information and records management processes, and are secure from unauthorised access, damage and misuse. A person also has the right to amend, if inaccurate, incomplete, out of date or misleading documents relating to their personal information. 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 to help educate and support you in meeting the legal and institutional requirements of the DePaul University Records Management Policy. %���� Records Management Policy A policy to establish a framework for the creation and management of records at teh Attorney General's Office. 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. 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. 1. Information management resources for staff are available on the Staff Intranet. It is not necessary to attach paper copies of born-digital records to official folders. 2 0 obj 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. These procedures apply to all University information and records, in all formats. Retention periods in records authorities take into account all business, legal and government requirements for the records. In this function, the RTI and Privacy Officer may deal with prospective applicants and liaise with organisational units regarding access to documents. Some records may be eligible for early disposal in accordance with the Disposal of Digitised Records – Procedures. In this function, the RTI and Privacy Officer may deal with prospective applicants and liaise with organisational units regarding access to documents. Legal records, contractual records, and administrative records. This policy has been authorised by the Director and is available to all staff. The objectives should be aligned with the agency's business outcomes. Ensuring all appropriate records within their area are recorded in an approved records management system. 4 0 obj To promote in-place recordkeeping within business systems, the Assessing corporate systems as recordkeeping systems – Guidelines outlines criteria covering the assessment and management of systems against the minimum requirements needed to be considered before approval as a corporate recordkeeping system (as per ISO16175.3.2012). 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. %PDF-1.5 Please refer to the University’s Glossary of Terms for policies and procedures. 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. Information may also be released administratively on request. endobj For the purposes of this policy, a record is any document or data, irrespective of format, which evidences business activities. 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. Records and Information Management Procedures. LEGISLATION/POLICY SUPPORTED. Sound records management is fundamental to good governance and effective and efficient administration. Item 6 “Definition of a Record” amended to reflect legislative change: 15 April 2015 . Born-physical records include documents containing wet signatures. Legislative references updated 05 December 2018 . Review Officer / Deputy Vice-Chancellor (Academic). Information management activities are delivered via annual Information Management Action Plans, overseen by the Information Management Committee. 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. Information asset management, authority and accountability. Information intended only for all employees and approved non-employees of the University. 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. 1. Health Insurance Portability Accountability Act (HIPAA) Age Discrimination in Employment Act (ADEA) Americans With Disabilities Act (ADA) Civil Rights Act of 1964 3 0 obj Policies and procedures set the standard for a compliant records management system. Information assets that have not been specifically classified shall be deemed INTERNAL. At the center of your records management program are your records management policies. Officer / 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. Information intended for public use/consumption and intended for distribution outside the University. 6.1 The University collects and uses personal information about its students, staff and others in order to operate effectively. 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. 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. This includes ensuring: Administration of information asset, as directed by the relevant Information Asset Steward. 5.2 Ownership of information, and records created or received during the course of business is vested in the University, unless otherwise agreed. 4.5 Staff should not dispose of records by either destruction, deletion, transfer, sale or donation, without prior approval from Information Management Services. These approved systems appropriately support information and records management processes, and are secure from unauthorised access, damage and misuse. The Vice-Chancellor and President has delegated this responsibility as per the Information Management Framework – Governing Policy. Transfer of inactive records must be completed as outlined in the Records Management Procedure – Retention and Disposal of University Records. 4.2 All University records must be captured in an approved records management system. endobj 5.3 The University complies with the requirements of the Right to Information Act 2009 (Qld). Approved by Executive Committee: 25 January 2012 . Ensuring staff are aware of, and are supported to follow, the information management practices defined in these procedures. In this section, you should outline the purpose of the policy and detail the business drivers for creating it. The default information asset security classification is INTERNAL. Fees and charges for formal applications, processing and access provision are applied as specified in the RTI Act. The records management procedures of Ingquza Hill Municipality comply with legal requirements, including those for the provision of evidence. 4.3 Endorsed systems for the storage of corporate information are listed in the ICT Security - Operational Policy, Schedule A – Business Systems. Published 28 July 2015 From: These objectives should be clearly defined, measurable, achievable, relevant and set with a time frame in mind. The timely disposal of information and records is essential for effective management. The register outlines information asset: security, content type, location/source system, Information Asset Steward, Information Asset Administrator, and other related metadata. Information asset is shared to the maximum extent possible in accordance with security requirements. The Policy and Outreach Program champions the critical importance of Federal records management … USC acknowledges the Traditional Custodians of the land on which its campuses sit. The records management program is intended to maintain, protect, retain and dispose of records in accordance wit… This includes records substantially contributing to the knowledge and understanding of aspects of University history, society, culture, environment and people. 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�� The policy should outline clearly how it relates to other organisational policies (see also section 3, step 6 below). Processing of applications is conducted within the timeframes set out in the RTI Act. 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. Further review by the Queensland Privacy Commissioner is also available. Records Management Policy . 5.1 The University approach to information access is one of openness, encouraging a culture of information sharing to ensure organisational effectiveness. The Vice-Chancellor and President has delegated this responsibility as per the Information Management Framework – Governing Policy. 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. Ownership of the policy rests with the Chief Information Officer who is responsible for reporting to NSW State Archives regarding compliance with l… 8.3 Whilst information re-use is encouraged, information duplication is discouraged. Charges may apply for providing copies of requested information. It has been developed in consultation with staff and will be revised on a regular basis. Business process for the information asset is established. RTI and Privacy These procedures provide guidance and direction on the management of information and records throughout the information lifecycle. stream Where required by legislative and business requirements, access restrictions are applied to protect: individual staff or client privacy; sensitive material; and records requiring restricted access (in accordance with the University’s information security environment). 3.13 Consultation and Communications with Stakeholders EEAST is committed to involving staff and key stakeholders in the development, review and monitoring of key procedural documents. Determining the outcome of applications made under the Right to Information Act 2009 (Qld). See Personal information – Guidelines. Files Records Management Procedure Activities. Records Management Policy and Records Management Procedures. 4.1 Corporate information and records must be captured by all staff and should provide reliable and accurate evidence of business decisions and actions. Add digitised copies of born-physical records and attach the physical record to the official folder. Corporate records are destroyed after fulfilling the minimum retention period set out in records authorities issued by the Queensland State Archives. Access to personal information within the University is restricted to authorised staff with business process requirement. Establishing business processes to locate information held in their areas for RTI and information privacy requests and updating areas under the Publication Scheme. 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. Understanding the business process, value, security level, and risks of the information asset. Retention Schedule revised 23 November 2020. Assigning responsibilities for information asset management ensures the information asset is appropriately identified and managed throughout its lifecycle and is accessible to appropriate stakeholders. This includes: The correct management of information and records as defined by these procedures and related policy. Information that is extremely sensitive and intended for use only by various named individuals. Retention Retention indicates how long the records have to be kept before the disposal action is undertaken. 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. Corporate records must not be maintained in email folders, shared drives, personal drives or external storage media as these lack the necessary functionality. Processes to locate information held in their areas for RTI and Privacy Officer, if by. 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