What records should be captured
What does need to be captured in the recordkeeping system is letters, memorandum, reports and documents which:
The following list of examples of documents that it would be necessary to capture into the recordkeeping system is not exhaustive but includes records relating to:
- further the conduct of the University's business
- commit University resources and/or reputation
- detail University policy development and implementation
- develop and implement University academic and business projects
- need to be available and usable by other parts of UNSW
The following list of examples of documents that it would be necessary to capture into the recordkeeping system is not exhaustive but includes records relating to:
- COMMITTEES
- matters concerning the substantive business of a committee (including membership and terms of reference)
- minutes and agenda paper for University committees
- matters concerning the substantive business of a committee (including membership and terms of reference)
- COMMUNITY RELATIONS
- media releases
- complaints
- promotion of UNSW's image
- University functions
- visitors to the University
- special events such as speeches made by senior officers or conferences organized by the University
- media releases
- EXTERNAL ORGANISATIONS
- a reporting, legal and/or advisory requirement
- submissions to external bodies
- negotiations, agreements and commitments on behalf of the University
- commercial activities
- a reporting, legal and/or advisory requirement
- FACILITIES
- property management
- preservation of buildings
- leasing of properties
- hire of grounds and buildings
- maintenance agreements
- capital works planning, contracts and tenders
- security
- property management
- FINANCE
- budget - divisional level
- income
- setting of fees
- audit
- investments
- delegations of financial authority
- annual reporting requirements
- budget - divisional level
- LEGAL
- Bylaws and governance
- contracts, licences and agreements
- intellectual property
- real estate conveyancing
- conditions governing bequests
- Bylaws and governance
- PLANNING
- strategic planning
- quality reviews
- establishment reviews
- capital equipment procurements, especially where the University has rights/responsibilities under affiliations with other institutions and commercial activities
- strategic planning
- PROGRAMS
- authorisation by governing bodies
- course development
- quotas
- conduct of examinations
- conditions on conferring degrees and diplomas
- authorisation by governing bodies
- HUMAN RESOURCES
- appointments
- industrial relations
- equity
- occupational health & safety
- enterprise bargaining
- representation on UNSW bodies
- employment conditions
- appointments
- RESEARCH
- contracts and agreements
- patents, licences
- grants
- intellectual property and trademarks
- development of codes of ethics
- contracts and agreements
- STUDENT
- funding - prizes, scholarships
- health, counselling and other support
- equity
- accommodation
- representation on UNSW bodies
- result, conferring ceremonies
- clubs and associations
- setting of fees
- funding - prizes, scholarships
When in doubt, please contact the Records office or enquiry here.