Records Management Unit


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 to four months, typically during Mid-Semester breaks and Study Breaks, but we would be 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 Introduction to Recordkeeping 2/9/2014? TBA TBA
Sandy Bay Managing Records 2/9/2014? TBA TBA
Sandy Bay Recordkeeping at UTAS 2/9/2014? TBA TBA
Newnham Introduction to Recordkeeping 3/9/2014? TBA TBA
Newnham Managing Records 3/9/2014? TBA TBA
Newnham Recordkeeping at UTAS 3/9/2014? TBA TBA

If you are interested in signing up for a workshop you can register via the online registration form. Registrations close at 5:00 pm on the preceding Thursday. If you would like more information about the workshops, please contact our Training and Disposal Officer.

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 in the form of eLearning tutorials via our Recordkeeping at UTAS course in MyLO.

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:

  • What are records and why do we need to keep them?
  • Your responsibilities under the Archives Act.
  • When do you need to make a record?
  • Which records do you need to keep?
  • How long do we need to keep records?

Managing Records

This workshop is primarily intended for administrative staff and discusses strategies, techniques and guidelines for managing both physical and electronic records effectively. It runs for an hour and discusses:

  • Where should we store records?
  • What do we need in a recordkeeping system?
  • What recordkeeping systems are available at UTAS?
  • How can we protect and preserve records from damage or tampering?
  • How can we organise and track records to make them easy to find and retrieve?

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

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. It includes all the content in the Introduction to Recordkeeping and Managing Records workshops as well as additional content on how to dispose of records appropriately.

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.


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.