They should include the management of all records and media types, including email. Retention periods in records authorities take into account all business, legal and government requirements for the records. Endorsed systems for the storage of records … Information assets that have not been specifically classified shall be deemed INTERNAL. Information that is extremely sensitive and intended for use only by various named individuals. The operational management of information through the information lifecycle is promoted. Refer to Identifying records – Guidelines. Your records management program should support policies and procedures both legally and operationally. Information management resources for staff are available on the Staff Intranet. Assistance in determining records of this nature is available via Information Management Services, following criteria outlined by Queensland State Archives for substantial contribution to community memory. Further review by the Queensland Privacy Commissioner is also available. The University uses a number of general and agency-specific authorities to determine retention, destruction and transfer actions for its records. Business areas seeking to undertake this activity should refer to this procedure and be guided by Information Management Services before starting any digitisation of original print records. So, take a moment to read through this document and do not hesitate to reach out to our staff if you have any questions, comments or concerns. In this function, the RTI and Privacy Officer may deal with prospective applicants and liaise with organisational units regarding access to documents. � n��ǏI��a�`GO�}������_���_����ߗ/������*4����H�:�L�QL����_�zQ��K���+���c���˕^�%�����P�ϧ ;�������z�Jߖ�. The RTI and Privacy Officer must provide to the applicant reasons for decisions not to release documents or to give only partial access to documents. A person also has the right to amend, if inaccurate, incomplete, out of date or misleading documents relating to their personal information. (b) Ensuring staff working for the University have adequate support in their efforts to comply with the Records Management Policy. The objectives should be aligned with the agency's business outcomes. Retention Retention indicates how long the records have to be kept before the disposal action is undertaken. Personal information held by the University is collected and managed in a responsible, secure manner, in compliance with the Information Privacy Principles outlined in the Information Privacy Act. Establishing business processes to locate information held in their areas for RTI and information privacy requests and updating areas under the Publication Scheme. Business process for the information asset is established. Narromine Shire Council Policy – Records Management Policy And Procedures For Councillors Page No 3 of 18 1.3 Authority of this document This document has been adopted by the Council by formal minute based on the General Manager’s report and recommendations. Applications for access to, or amendments of, documents must be made via the application form available. Records Management (AS ISO 15489.1-2002, s.3.16): Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the forms of records. Updating information relating to their units under the Publication Scheme. Establishing business processes to locate information held in their areas. This includes: The correct management of information and records as defined by these procedures and related policy. Records Management Policy . Assigning responsibilities for information asset management ensures the information asset is appropriately identified and managed throughout its lifecycle and is accessible to appropriate stakeholders. For handling requirements related to information asset security, see Information asset security and handling – Guidelines. This includes: Principal officer / The standards by which you measure record management efficacy should be based on national, state and international standards. Processing of applications is conducted within the timeframes set out in the RTI Act. 6.1 The University collects and uses personal information about its students, staff and others in order to operate effectively. These procedures are further supported by guidelines and other local documents as identified. Processing of applications is conducted within the timeframes set out in the Information Privacy Act. Records Management & Retention Policy. Business processes must ensure the maintenance of reliable information and records. 5.2 Ownership of information, and records created or received during the course of business is vested in the University, unless otherwise agreed. Detail any specific rules and regulations your organization is meeting by implementing this policy and any additional considerations. Records Management Regulations, Policy, and Guidance. Establishing business processes to locate information held in their areas. Your company may have separate policies for records retention, active files, unused files, emails, and several other areas … According to the ISO 15489-1:2001, records management involves tasks like setting policies and standards, assigning responsibilities and authorities, establishing procedures and guidelines, providing access to management and use of records, and integrating records management into business systems and processes. The records management procedures of Ingquza Hill Municipality comply with legal requirements, including those for the provision of evidence. 4.2 All University records must be captured in an approved records management system. Filing System; Record Retention Policy and Long Term Storage; Record Destruction; Files Records Management Procedure References. In this section, you should outline the purpose of the policy and detail the business drivers for creating it. Developing records management policies and procedures for University as a whole; Establishing corporate standards for records management; Measuring performance of the University against these standards; Providing consulting services to University staff as required; Ensuring that staff receive appropriate record management induction and ongoing training and review ; Working with relevant … 8.1 All information and records management practices in the University are to be in accordance with these procedures and related policy. Making initial decisions regarding release of documents within the time periods stipulated in the Information Privacy Act. endobj Organisations such as staff and student unions, sports associations and companies such as the Innovation Centre Pty Ltd are regarded by the University as independent for the purposes of RTI applications.