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What records to keep

What records to keep are letters, memorandum, reports and documents which:
  • 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, grouped by business function, 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

  • 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

  • EXTERNAL ORGANISATIONS
    • a reporting, legal and/or advisory requirement
    • submissions to external bodies
    • negotiations, agreements and commitments on behalf of the University
    • commercial activities

  • FACILITIES
    • property management
    • preservation of buildings
    • leasing of properties
    • hire of grounds and buildings
    • maintenance agreements
    • capital works planning, contracts and tenders
    • security

  • FINANCE
    • budget - divisional level
    • income
    • setting of fees
    • audit
    • investments
    • delegations of financial authority
    • annual reporting requirements

  • LEGAL
    • Bylaws and governance
    • contracts, licences and agreements
    • intellectual property
    • real estate conveyancing
    • conditions governing bequests

  • 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

  • PROGRAMS
    • authorisation by governing bodies
    • course development
    • quotas
    • conduct of examinations
    • conditions on conferring degrees and diplomas

  • HUMAN RESOURCES
    • appointments
    • industrial relations
    • equity
    • occupational health & safety
    • enterprise bargaining
    • representation on UNSW bodies
    • employment conditions

  • RESEARCH
    • contracts and agreements
    • patents, licences
    • grants
    • intellectual property and trademarks
    • development of codes of ethics

  • STUDENT
    • funding - prizes, scholarships
    • health, counselling and other support
    • equity
    • accommodation
    • representation on UNSW bodies
    • result, conferring ceremonies
    • clubs and associations
    • setting of fees


If you have any doubts, please contact us or enquire here.

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