Staff and affiliates (including volunteers): to understand their responsibilities in managing University records.

Students: to know how their information is captured and maintained.

A University record:

• is any document or information source that is compiled, recorded, or stored electronically
• can be in any format or medium
• is also considered a State record.

Key principles include:

Creation and capture

Records should be made as soon as practicable after an event and captured in approved recordkeeping systems.

Access

Access to records must be appropriately authorised and only for legitimate business purposes. Access, use, and disclosure must follow legislative requirements and University policies.

Disposal

Records must not be destroyed or disposed of without proper authorisation from the Records Manager or Manager, ARMS. Records required as University or State archives must be managed according to the Recordkeeping Manual (pdf, 391KB) once active use ceases.

Amendment

Any amendments to records must be appropriately authorised and documented.