Latest RM Updates

New information management advices released

The Tasmanian Archive & Heritage Office (TAHO) has released two new information management advices on legislative mapping and developing information asset registers.

July 2013 workshops

The Records Management Unit is running a round of free workshops in July for UTAS staff members interested in learning more about how to manage and dispose of their records appropriately.

Disposal of pre-1960 records

The Tasmanian Archive & Heritage Office has changed the disposal requirements for records created prior to 1960. These records may no longer be disposed of under the authority of the disposal schedules. Authorisation must now be obtained directly from the TAHO.

TAHO releases new destruction guidelines

The Tasmanian Archive & Heritage Office has released a new State Records Guideline (No. 21) on approved destruction methods for State records. It covers both physical and electronic records. All UTAS business areas are advised to familiarise themselves with its contents.

Updates to TAHO Guideline 10 on recordkeeping issues involved in outsourcing

The Tasmanian Archive & Heritage Office (TAHO) has updated State Records Guideline 10, which discusses recordkeeping issues to consider when outsourcing work and includes a new outsourcing agreement template to guide organisations in the drawing up of appropriate recordkeeping clauses.

TAHO releases new digitisation advice

The Tasmanian Archive & Heritage Office has released a new State Recordkeeping Advice on "Digitisation Dilemmas".

The RMU has moved!

The Records Management Unit has moved to our new office in room 213A, Corporate Services building, Sandy Bay campus.

Road Runners under new management

The Tasmanian Archive & Heritage Office has advised us that the “Road Runners” transportation company recently went into administration and was purchased by Chas Kelly Transport. Any UTAS business areas with records stored at Road Runners are asked to please contact them to make sure UTAS records have not been affected by the change in ownership and that the new owners are aware of their obligations under the Archives Act and any recordkeeping clauses in the relevant contracts.

February 2013 workshops

The Records Management Unit is running a round of free workshops in February for UTAS staff members interested in learning more about how to manage and dispose of their records appropriately.

New recordkeeping guidelines and advices

The Tasmanian Archive & Heritage Office (TAHO) has just released a new Recordkeeping Guideline and two new Recordkeeping Advices.

Preserving corporate knowledge

With workplace change taking place across UTAS, the University needs to ensure that its corporate knowledge is preserved so that it can continue to operate efficiently and effectively now and into the future. If you or one of your staff members is leaving the University or moving to a different business area, please ensure that the departing staff member completes the Cessation of Employment checklist and/or the Notification of Staff Movement form (if a TRIM user) before leaving.

2012 Register of Records Destroyed audit

It's time for the annual audit of Registers of Records Destroyed. All UTAS business areas are required to submit a return for the year 2011-2012, in the form of either one or more Registers of Records Destroyed or a Nil Return. Please submit your return by Friday, the 7th of December.

New recordkeeping advices released by TAHO

The Tasmanian Archive & Heritage Office has released two new recordkeeping advices that UTAS staff may find useful, dealing with disaster planning and managing email records.

November 2012 workshops

The Records Management Unit is running a round of free workshops in November for UTAS staff members interested in learning more about how to manage and dispose of their records appropriately.

Scobie Archive in liquidation

We have just received word that Scobie Archive (recently renamed “7845 Information Empowered”) at Montrose has gone into liquidation. Please be advised this facility is now being managed by National Storage, who will be continuing to provide storage services out of the Montrose facility.

Additional recordkeeping workshops in August

Although there was a heartening level of interest in the recent recordkeeping workshops, an unfortunate timetabling clash with a Financial Services update session meant that many staff were unable to attend, especially in Hobart. We have therefore scheduled an additional double-session in Hobart on Thursday the 2nd of August for those who missed out.

Clarification of TAHO Advice 24

The Tasmanian Archive & Heritage Office (TAHO) has clarified the advice they recently issued regarding the management and disposal of records on floppy discs (Recordkeeping Advice 24).

New TAHO Guidelines & Advices

The Tasmanian Archive & Heritage Office (TAHO) has just released two new recordkeeping Guidelines and four new recordkeeping Advices.

Change of TAHO email addresses

The Tasmanian Archive & Heritage Office (TAHO) wishes us to inform staff that their email addresses have changed. The new addresses are TAHOCollections@education.tas.gov.au for retrieving files from the Berriedale Repository and GRK@education.tas.gov.au for government recordkeeping advice.

New functional disposal schedule released

The Records Management Unit is very proud to announce that the long-awaited new functional disposal schedule to replace DS 32 has been approved and released. DA 2398 is a far more comprehensive schedule covering records specific to the University of Tasmania and its release should allow the vast majority of currently unscheduled records to be processed via the standard disposal process.

July 2012 workshops

The Records Management Unit is running a round of free workshops in July for UTAS staff members interested in learning more about how to manage and dispose of their records appropriately.

Information Awareness Month 2012

The Australian Society of Archivists is running a free seminar in Hobart on the 23rd of May as part of Information Awareness Month for 2012. The seminar will include two speeches discussing information risk management and the use of social media in the workplace.

Disposal Schedules tutorial released

The Records Management Unit has just released a new online tutorial explaining how to use the disposal schedules to determine how long to retain records.

The RMU has moved!

The Records Management Unit (RMU) has moved offices. We are now all located in room 201 of the Corporate Services building (Sandy Bay campus), opposite the stairwell on level 2. Please feel free to drop in if you have any questions about recordkeeping or just to say hello!

Additional recordkeeping workshops in February

There has been a great deal of interest in the February round of the recordkeeping workshops and both original dates are now fully booked. The demand in Hobart has been so great that we have scheduled an additional double-session on Tuesday the 21st of February for those who missed out the first time around.

February 2012 workshops

It's a new year, so why not start it off right by getting on top of your recordkeeping? To help you do so, the Records Management Unit will be running a round of free recordkeeping workshops in February for UTAS staff members interested in learning more about how to manage and dispose of their records appropriately.

Using scanned signatures appropriately

It has come to our attention that some staff are confused about the appropriate use of scanned signatures. If you use scanned signatures, please take the time to reacquaint yourself with the UTAS Use of Scanned Signatures Policy.

The National Archives office has relocated

Staff who are involved in archiving projects or interested in historical archives should be aware that the Hobart office of the National Archives of Australia has relocated to the State Library building.

Be careful what you fling

If your area is planning on holding a 'Friday File Fling' as part of National Recycling Week, please be careful what you throw out and familiarise yourself with the University's recordkeeping requirements beforehand.

November 2011 workshops

The Records Management Unit is running another round of free workshops in November for UTAS staff members interested in learning more about how to manage and dispose of their records appropriately.

Changes to Disposal Authorisation 2157

The State Archivist has made a number of amendments to Disposal Authorisation No. 2157 - Common Administrative Records (DA 2157). All staff are advised to replace any existing copies of DA 2157 with the updated version.

New Information Sheets released

The Records Management Unit has created three new Information Sheets to assist staff with their recordkeeping. They are available for download from the Information Sheets & Brochures page on the Records Management Unit website.

Recordkeeping workshops in July

The Records Management Unit is running another round of free workshops in July for UTAS staff members interested in learning more about how to manage and dispose of their records appropriately.

State Recordkeeping Advice 14 revised

The State Archivist has revised State Recordkeeping Advice 14 - Recordkeeping Metadata Standard.

Release of new State Recordkeeping Advice - Digitisation of Records

The State Archivist has released a new Recordkeeping Advice dealing with the digitisation of records. University business areas interested in digitising their records should familiarise themselves with the document and the ISO Technical Report it endorses.

Is it Safe to Open?

Limited places are still available for the 'Is it safe to open?' mail handling course being conducted in Hobart on Wednesday, 25th May 2011.

Information Awareness Month - Launceston Seminar

The Records and Information Management community in Launceston is holding a free seminar on Wednesday, the 25th of May as part of Information Awareness Month. Speakers will address various issues such as standards and programs that aim to address the issue of information overload in a digital recordkeeping environment.

The seminar will be held in the Phil Leonard room of the Launceston libary building, Civic Square, Launceston from 3:30 pm to 5:00 pm. Attendance is free and afternoon tea will be provided.

Registers of Records Destroyed audit 2010 - 2011

Each year the Tasmanian Archives & Heritage Office (TAHO) requests copies of the University’s Registers of Records Destroyed (RRDs) as part of its annual audit. This audit is central to the accountability process built into the disposal schedule procedures and is a legal requirement. Each business area is responsible for maintaining their own Registers and providing a copy to the Records Management Unit (RMU) for reporting purposes. If you have not already forwarded your business unit’s 2010 return to the Records Management Unit, please do so by the 13th of May 2011.

Information Awareness Month

The Records and Information Management community in Hobart is holding a breakfast seminar on Thursday, the 12th of May as part of Information Awareness Month. Speakers will address various issues such as standards and programs that aim to address the issue of information overload in a digital recordkeeping environment.

Recordkeeping workshops in Burnie

The Records Management Unit will be running recordkeeping workshops at the Cradle Coast Campus on Tuesday the 19th of April.The workshops are open to all UTAS staff and attendance is free.

Upcoming Recordkeeping Workshops

Did you know?

Anything that provides evidence of the University’s business activities is a record.
It is against the law to destroy or delete University records without authorisation.
You are responsible for all records you create or receive in the course of your work.
You could be fined up to $5000 for breaching your recordkeeping responsibilities.

Are you confused about your recordkeeping responsibilities? Not sure which documents you need to keep and which you can get rid of? Want to know how long you need to keep records? Worried about the upcoming AUQA audit? Can’t figure out what to do with all those old boxes of records?

The Records Management Unit is running workshops covering these common dilemmas in late March and early April. The workshops are open to all UTAS staff and attendance is free.

Release of Draft BCS/Thesaurus for comment

Stage One of Information Classification & Retention project is to develop a Business Classification Scheme/Thesaurus. The purpose of the BCS/Thesaurus is to provide common terminology and assist in consistent classification of records and information across the University. This tool can be utilised by business areas to set up folder structures, both physical and electronic (share drives, emails).

TRIMings Newsletter December 2010

Read the latest Record & Information Management News

Release of new State Records Guideline- Cloud Computing

The State Archivist has released a new Guideline on Managing the recordkeeping risks associated with Cloud Computing which the University is required to take all reasonable steps to ensure that the guidelines are complied with.
The guideline includes: Identifying the Risks, Selecting a Provider, Contractual Arrangement, Monitoring the Providers and a Checklist.
Please refer to the guideline prior to forming any arrangements for the utilisation of these services. The guideline is available from our Policy & Guidelines page or http://www.archives.tas.gov.au/guidelines/Guideline-17.pdf

Australasian University Recordkeepers Forum (AURA)

54 University Archivists and Recordkeepers from across Australia and New Zealand attended the third Australasian University Recordkeepers Forum which was hosted by the University of Melbourne on the 13th October 2010.

Managing Recordkeeping Risks associated with Cloud Computing

The use of placing records & information in the ‘Cloud’ is becoming an increasingly popular option across the University to address access and storage requirements for digital records and information. Careful consideration needs to be undertaken into what types of records and information is pushed out to these services and the associated risks identified.

Change to the Introduction of all Records Retention & Disposal Schedules

The State Archivist has recently authorised a change to the guidance contained in the introduction to Records Retention & Disposal Schedules.

Appointment of Disposal & Training Officer

The RMU has appointed George Phillips as Disposal & Training Officer for a 12 month period.

ICARP Update

The Information Classification & Retention Project (ICARP) stakeholder consultations have commenced. Representatives nominated by Deans, Heads of Schools/Sections and Institutes have been invited to contribute their business knowledge to assist in developing the University’s Business Classification Scheme (BCS) and Functional Disposal Schedule (FDS).

Register of Records Destroyed 2009/2010 Returns

The Tasmanian Archives & Heritage Office annually requests samples from our University Register of Records Destroyed. This audit is central to the accountability process built into the schedule procedures and is a requirement that the University must adhere to. Each business area is responsible for maintaining their own register, with a copy provided to the Records Management Unit for reporting purposes.

Financial Services to commence Disposal Project

Later this year, Financial Services Hobart are to commence a major disposal project of financial records that are currently located in their inactive storage area on the Sandy Bay Campus. This storage area has a number of issues including an assortment of overhead pipes (water, steam, sewerage) that exposes these records to the risk of loss if the pipes are inadvertently damaged.

Release of HP TRIM 7

At the end of March this year HP released the new version of HP TRIM.

Electronic Document & Records Management System (EDRMS) Environmental Scan

Consultant Rick Nelson has been brought in to undertake an environmental scan of our current EDRMS.

Accommodation Services becoming TRIM taut & terrific

Additional TRIM seats are to be allocated to those Accommodation Services staff members not included in the initial roll out project in 2005. This will allow all staff to access and manage their records and information in a consistent manner.

University recordkeeping initiative

The Records Management Unit has commenced the Information Classification & Retention Project which will deliver two recordkeeping tools that will enable all areas of the University to proactively manage their records & information.

Information and Knowledge Management Strategy

Late 2009 the Web Services Steering Committee instigated a project to develop a fully-costed Strategic Action Plan for a University Information and Knowledge Management Strategy.

New face�s in RMU

Records Management Officer Erin Amor has been extended until April 2011 to undertake a special project within the RMU. Erin can be contacted on ext: 7158 or Erin.Amor@utas.edu.au