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    Adelaide parr   presentation Adelaide parr presentation Presentation Transcript

    • Adelaide Parr Victoria University EQUIPPING STAFF FOR DIGITAL PRESERVATION TASKS
    • VICTORIA UNIVERSITY
      • A multi sector institution with courses in higher education and TAFE sectors
      • Strong profiles in research and community engagement
      • Over 50,000 students both on and off shore
      • Over 3000 staff across 10 campuses
      • the University for the West – serving the western suburbs of Melbourne.
    • RECORDS MANAGEMENT AT VU
      • A public agency under the Public Records Act 1973 (Vic)
      • Decentralised records management (and other functions) handled by each business area
      • Issues with disposal, storage and identification of records
      • An identified lack of consistency, and consequent risk to the university
      • Increased desire within administrative areas to adopt a ‘scan and destroy’ approach
    • DEFINING SKILLSETS
      • Determine your records management responsibilities – both legislative and business requirements
      • Determine the records management model including levels of preservation and migration
      • Determine the tasks to be undertaken by each group or individual
      • Consider the potential employment lifespan of core staff
      • Develop cross training and skills fertilisation opportunities across internal business units
      General principles
    • DEFINING SKILLSETS
      • Retaining the decentralised environment
      • Identifying key issues for practical day to day records management for staff
          • creation
          • retention
          • disposal
          • Storage
      • Determining the balance for Records Services between undertaking and supporting tasks
      VU Case Study
    • DEVELOPING TRAINING
      • Training should meet the user where they are
      • Training should skill each user with the skills that they need
      • Training should understand, anticipate and acknowledge the user’s environment
      • Training should understand that records management is not the key focus of most users
      • Training should promote the idea that records management is integral to the work of all users and that they have responsibilities in this area
      General principles
    • DEVELOPING TRAINING
      • Training should be engaging
      • Four key groups identified across the university:
          • General users
          • Academic and research staff
          • Managers (direct reports)
          • Records Champions
      • Training to be done sequentially :
        • Records Essentials training
              • Broad focus
              • Meets immediate need
              • Overview
              • Induction training
        • Project MIRRA training
              • Specific to key areas
              • Specific to new system
              • Provided as part of implementation of new regime
      VU Case Study
    • YOUR RECORDS MANAGEMENT RESPONSIBILITIES
      • Making records
          • Records must be created to support the business of the University
          • Records must be full and accurate
          • Records are the property of the University
      • Keeping records
          • Records must be kept in logical structures both electronic and paper based
          • Records must be able to be found by others
          • Records must be tracked as to location and access
      • Disposing of records
          • Records must be kept as long as they have to by law
          • Records can’t be destroyed without the authorisation of the manager of the area
          • Destruction of records must be recorded
      • Storing records
          • Records must be stored in conditions that stop them deteriorating or from being lost
          • Records must be kept securely so that others can’t wrongly access them
      Records Essentials Slide 4
    • BENEFITS OF RECORDS MANAGEMENT
      • Find what you are looking for
      • Effective sharing of information and resources
      • Know where information can be found
      • Know who has accessed what information
      • Know when a record was created, accessed, changed or disposed of
      • Comply with legislative requirements
      Records Essentials Slide 5
    • MANAGING RECORDS WITH A BUSINESS CLASSIFICATION SCHEME Records Essentials Slide 7
    • ELECTRONIC RECORDS
      • What are electronic records?
      • Electronic records are records that are born digital and the authoritative version is in digital form.
      • Electronic records have benefits and considerations .
      • What do you think are some of the benefits?
      • What do you think are some of the considerations?
      Records Essentials Slide 11
    • DISPOSAL FRAMEWORKS
      • Records have rules about how long they should be kept.
      • Some records are permanent and some are temporary .
      We know whether records are permanent or temporary through using the appropriate Retention and Disposal Authority. You should contact Records Services to help you with the disposal of records. Records Essentials Slide 17
    • CONTACT DETAILS
        • <Name>
        • Records Services
        • PHONE
        • EMAIL
      [email_address]
        • <Name>
        • Records Services
        • PHONE
        • EMAIL
      Records Essentials Slide 21
    • POST TRAINING SUPPORT
      • Users need to know that they are not alone
      • Users need access to identified and visible experts
      • Users need to have time to consider and question their role and how to fulfil it
      • Users need the opportunity to identify ongoing training needs and to have these needs met either individually or as a wider group
      General principles
    • RECORDS CHAMPIONS
      • Identified individuals in each business area
      • People who have an interest in, or work with records within their area
      • First point of contact for colleagues with problems
      • Supported by Records Services
      • Regular meetings and training for support
      • Add to your SPDP!
      Records Essentials Slide 19
    • OBSOLETE TECHNOLOGY
      • Identification of vital and non vital technology to support
      • Determine appropriate migration strategies
      • Determine ‘historic’ value of records dependent on specific technologies
      • Determine cost balance between migration and support
      • Identification of appropriate individuals/roles to support technology needs
    • QUESTIONS?
    • CONTACT DETAILS
        • Adelaide Parr
        • Senior Records Consultant
        • Records Services
        • Victoria University
        • Footscray Park Campus
        • Ballarat Road, Footscray
        • PO Box 14428
        • Melbourne Vic 8001 Australia
        • Phone +61 3 9919 5345
        • Fax: +61 3 9919 5340
        • Email : adelaide.parr@vu.edu.au