These are University business systems that have been evaluated for their suitability for the capture and management of University records. All University records must be captured to a system of record.
They include transactional systems such as PiMS, SiMS, NewSouth Financials and the University’s recordkeeping system, RAMS.
They do not include your email account, network drives, cloud-based network drive providers (e.g.; Dropbox, Google Drive) or collaborative tools such as MS Teams and WhatsApp.
Email and network drives provide a convenient, quick solution to storing draft documents, to communicating and collaborating with colleagues, and to managing workflow but they are not suitable for the storage of University records.
Records held in network drives and email accounts are:
- Not available across the University (no value as corporate assets)
- Not protected from deletion or alteration (no value as evidence)
- Not organised in a controlled manner (no lifecycle management as records)
If you are storing copies of records in these systems, you must capture an original record to RAMS or an alternative system of record. It is a requirement of all employees of the University that records of your activities are made and kept.