Electronic Recordkeeping
Electronic records are any documents or records created, communicated and maintained by means of electronic equipment. They include, but are not limited to, Word and Excel documents, electronic mail, computer-based diaries, appointment books and calendars, electronic organisers, and databases.
The principles of managing electronic records are no different to those of managing paper records. Records must be created, captured and maintained in a manner that ensures their ongoing integrity and retrievability for as long as they are required to meet the business and accountability requirements of the University.
Electronic records must remain available, accessible, retrievable and useable for as long as a business need exists and as long as legislative, policy and archival requirements exist.
To understand your responsibilities for managing email, particularly email messages that need to be saved and kept as records, please see this NSW State Records' online module.
Since 2009 the University has been gradually implementing the full electronic document management and recordkeeping capability of HP TRIM to a significant part of UNSW. By the end of 2011 recordkeeping in the whole of the Division of Research, all of the Legal and Compliance Unit and Human Resources was fully electronic.
During 2012 TRIM will be deployed to the Library, Facilities Management, Student Administrative Services in UNSW@ADFA, Nura Gili, and the Student Equities and Disabilities Unit. TRIM will also be used by the Academic Board and the Vice Chancellor's Advisory Committee.
It is expected that further expansion of TRIM will follow in subsequent years
Units that have received the TRIM client have full access to electronic recordkeeping capabilities; the ability to create and capture electronic files and to register documents with full integration with Microsoft Office products.
You can view details of the progress of the TRIM Electronic Recordkeeping Project here.
For those areas of the University not yet able to access this system, records must still be managed in paper format to ensure they can be maintained in a manner that ensures their ongoing integrity and retrievability.
The use of Network Drives is not recommended for University records, they remain inaccessible to the wider University community and there are no controls placed on the documents therein including audit logs. Network drives do not meet the requirements of a recordkeeping system.
However, there are some simple steps units can take to best manage those documents stored on Network drives. It is recommended to establish a Naming convention for all Documents saved to the Network Drive. It is also recommended to use the University's Business Classification Scheme as the basis for the naming of Directories and Sub-directories on Network Drives. This facilitates functional recordkeeping and allows units to establish a clear procedure for the location of documents saved to network drives. It also offers the possibility of future import of these records into an electronic recordkeeping system should one become available.
You can view further advice, from NSW State Records on managing Network Drives here:
* Managing Shared Drives.
TRIM, UNSW Corporate Recordkeeping System.
The principles of managing electronic records are no different to those of managing paper records. Records must be created, captured and maintained in a manner that ensures their ongoing integrity and retrievability for as long as they are required to meet the business and accountability requirements of the University.
Electronic records must remain available, accessible, retrievable and useable for as long as a business need exists and as long as legislative, policy and archival requirements exist.
To understand your responsibilities for managing email, particularly email messages that need to be saved and kept as records, please see this NSW State Records' online module.
HP TRIM Electronic Recordkeeping Project
Since 2009 the University has been gradually implementing the full electronic document management and recordkeeping capability of HP TRIM to a significant part of UNSW. By the end of 2011 recordkeeping in the whole of the Division of Research, all of the Legal and Compliance Unit and Human Resources was fully electronic.
During 2012 TRIM will be deployed to the Library, Facilities Management, Student Administrative Services in UNSW@ADFA, Nura Gili, and the Student Equities and Disabilities Unit. TRIM will also be used by the Academic Board and the Vice Chancellor's Advisory Committee.
It is expected that further expansion of TRIM will follow in subsequent years
Units that have received the TRIM client have full access to electronic recordkeeping capabilities; the ability to create and capture electronic files and to register documents with full integration with Microsoft Office products.
You can view details of the progress of the TRIM Electronic Recordkeeping Project here.
Network Drives
For those areas of the University not yet able to access this system, records must still be managed in paper format to ensure they can be maintained in a manner that ensures their ongoing integrity and retrievability.
The use of Network Drives is not recommended for University records, they remain inaccessible to the wider University community and there are no controls placed on the documents therein including audit logs. Network drives do not meet the requirements of a recordkeeping system.
However, there are some simple steps units can take to best manage those documents stored on Network drives. It is recommended to establish a Naming convention for all Documents saved to the Network Drive. It is also recommended to use the University's Business Classification Scheme as the basis for the naming of Directories and Sub-directories on Network Drives. This facilitates functional recordkeeping and allows units to establish a clear procedure for the location of documents saved to network drives. It also offers the possibility of future import of these records into an electronic recordkeeping system should one become available.
You can view further advice, from NSW State Records on managing Network Drives here:
* Managing Shared Drives.