University of Tasmania, Australia

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 being audited? Can’t figure out what to do with all those old boxes of records?

The Records Management Unit runs workshops covering these common dilemmas several times a year. The workshops are open to all UTAS staff and attendance is free. We run workshops approximately every three months, but we are happy to arrange a workshop specifically for your business area if there are enough people interested in attending.

Upcoming workshops

 

Campus	Workshop	Date	Time	Venue
Sandy Bay (Hobart)	Recordkeeping at UTAS	Tuesday, 12th of February, 2013	9:30 am	Room 322, Social Sciences building
Newnham (Launceston)	Recordkeeping at UTAS	Wednesday, 13th of February, 2013	9:30 am	Tamar Room (room 113), Sir Raymond Ferrall Centre
Cradle Coast (Burnie)	Recordkeeping at UTAS	CANCELLED		CANCELLED

If you are interested in signing up for a workshop you can register via the online registration form. If you would like more information about the workshops, please contact our Training and Disposal Officer at George.Phillips@utas.edu.au or on 6226 1894.

If you can't make it to a workshop, would like to refresh your memory or would prefer to learn at your own pace, most of the content is also available through our online tutorials in MyLO.

Recordkeeping at UTAS

This workshop covers the fundamentals of recordkeeping at UTAS, providing staff with an understanding of basic recordkeeping practices and their responsibilities as employees of the University of Tasmania. It includes practical demonstrations and hands-on instruction in core records disposal practices and provides an opportunity for staff to raise any questions or recordkeeping issues they have been experiencing and work through them with a records management professional. As all staff are responsible for the records they create or receive in the course of their work, this workshop would be useful for all UTAS employees, but it is especially applicable to administrative staff who are tasked with the responsibility of managing and disposing of their business area's records.

This 2.5 hour workshop covers:

• Your responsibilities under the Archives Act.
• What is a record and what isn’t a record.
• What needs to be kept and what doesn’t need to be kept.
• How and where to keep records.
• How long you need to keep records.
• How to dispose of records you no longer need.
• How to use disposal schedules and Registers of Records Destroyed.

Introduction to Recordkeeping

This workshop is intended to give staff an understanding of the basics of recordkeeping and what they are required to do as employees of the University. As all staff are responsible for the records they create or receive in the course of their work, this workshop would be useful for all UTAS employees, but it is especially applicable to knowledge workers who frequently create documents.

This one hour workshop covers:

• Understanding your responsibilities under the Archives Act
• What is a record and what isn’t?
• What needs to be kept and what doesn’t need to be kept?
• Where should you keep records?
• Where can you go for help?

Records Disposal Procedures

This workshop focuses on the practical steps involved in appraising and disposing of University records, whether through destruction or transfer to the State Archives. It is primarily intended for administrative staff who are tasked with the responsibility of clearing out storage areas and boxes of inactive records, but would be useful for any staff member who would like to know how to determine how long they need to keep records and how to dispose of those that are no longer needed.

This one hour workshop covers:

• How long do you need to keep records?
• How do you use disposal schedules?
• How can you get rid of records you no longer need?
• What can you do with records that don’t fit into a disposal class?

Prior completion of the “Introduction to Recordkeeping” workshop is strongly recommended, but not required.

Feedback

Have you attended one of our recordkeeping workshops in the past? Please consider taking the time to submit your feedback via our online feedback form. We'd love to hear your thoughts and your feedback will help us to improve future workshops.