1. VICTORIA RECORDS MANAGEMENT
EQUIPPING UNIVERSITY AT VU
STAFF • A multi sector institution with • A public agency under the Public
FOR
courses in higher education Records Act 1973 (Vic)
and TAFE sectors • Decentralised records management
DIGITAL
• Strong profiles in research and (and other functions) handled by each
community engagement business area
PRESERVATION
• Over 50,000 students both on • Issues with disposal, storage and
and off shore identification of records
TASKS
• Over 3000 staff across 10 • An identified lack of consistency, and
campuses consequent risk to the university
Adelaide Parr • the University for the West – • Increased desire within administrative
Victoria University
serving the western suburbs of areas to adopt a ‘scan and destroy’
Melbourne. approach

2. DEFINING General DEFINING VU DEVELOPING General
SKILLSETS principles SKILLSETS Case Study TRAINING principles
• Determine your records management
• Retaining the decentralised • Training should meet the user where
responsibilities – both legislative and
environment they are
business requirements
• Identifying key issues for practical • Training should skill each user with
• Determine the records management
day to day records management the skills that they need
model including levels of
for staff • Training should understand, anticipate
preservation and migration • creation and acknowledge the user’s
• Determine the tasks to be • retention
• disposal environment
undertaken by each group or
individual • Storage • Training should understand that
records management is not the key
• Consider the potential employment • Determining the balance for focus of most users
lifespan of core staff Records Services between • Training should promote the idea that
• Develop cross training and skills undertaking and supporting tasks records management is integral to the
fertilisation opportunities across
work of all users and that they have
internal business units
responsibilities in this area

3. DEVELOPING VU YOUR Records Essentials BENEFITS Records Essentials
RECORDS MANAGEMENT Slide 4
OF Slide 5
TRAINING Case Study
RESPONSIBILITIES RECORDS MANAGEMENT
• Training should be engaging
Making records Keeping records • Find what you are looking for
• Four key groups identified across the
university: •Records must be created to support the •Records must be kept in logical structures
• General users business of the University both electronic and paper based • Effective sharing of information and resources
• Academic and research staff •Records must be full and accurate •Records must be able to be found by others
• Managers (direct reports) •Records are the property of the University •Records must be tracked as to location and
• Records Champions access • Know where information can be found
• Training to be done sequentially:
• Records Essentials training
• Know who has accessed what information
• Broad focus Storing records Disposing of records
• Meets immediate need
• Overview •Records must be stored in conditions that •Records must be kept as long as they have • Know when a record was created, accessed, changed or disposed of
• Induction training
stop them deteriorating or from being lost to by law
• Project MIRRA training •Records must be kept securely so that others •Records can’t be destroyed without the
• Specific to key areas
• Specific to new system can’t wrongly access them authorisation of the manager of the area • Comply with legislative requirements
• Provided as part of implementation of new •Destruction of records must be recorded
regime

4. MANAGING RECORDS Records Essentials ELECTRONIC Records Essentials DISPOSAL Records Essentials
Slide 17
WITH A RECORDS FRAMEWORKS
Slide 7 Slide 11
BUSINESS CLASSIFICATION SCHEME Records have rules about
how long they should be
What are electronic records? kept.
Electronic records are records that Some records are
are born digital and the permanent and some are
authoritative version is in digital temporary.
form.
We know whether records are permanent or temporary through using the
Electronic records have benefits and appropriate Retention and Disposal Authority.
considerations.
You should contact Records Services to help you with the disposal of
What do you think are some of the benefits? records.
What do you think are some of the considerations?

5. CONTACT
Records Essentials
Slide 21
POST TRAINING General RECORDS Records Essentials
Slide 19
DETAILS SUPPORT principles CHAMPIONS
• Users need to know that they are not • Identified individuals in each
<Name> <Name> alone business area
• Users need access to identified and • People who have an interest in,
Records Services Records Services
visible experts
• Users need to have time to consider
or work with records within their
PHONE PHONE
and question their role and how to area
EMAIL EMAIL fulfil it • First point of contact for
• Users need the opportunity to identify colleagues with problems
ongoing training needs and to have
these needs met either individually or • Supported by Records Services
records@vu.edu.au as a wider group • Regular meetings and training
for support
• Add to your SPDP!

6. OBSOLETE QUESTIONS? CONTACT
TECHNOLOGY DETAILS
• Identification of vital and non vital Adelaide Parr
technology to support
• Determine appropriate migration Senior Records Consultant
Records Services
strategies
• Determine ‘historic’ value of records Victoria University
dependent on specific technologies Footscray Park Campus
Ballarat Road, Footscray
• Determine cost balance between
PO Box 14428
migration and support Melbourne Vic 8001 Australia
• Identification of appropriate
Phone +61 3 9919 5345
individuals/roles to support Fax: +61 3 9919 5340
technology needs Email: adelaide.parr@vu.edu.au