Records and Information Management Policy

Policy overview

1 Purpose

To establish the framework for records and Information management within the University and to assist and enable the University to meet its Regulatory Compliance Obligations and business needs.

2 Scope

This policy applies to all University Members and to all University Records and Information, in any format, created or received, to support University business activities.

3 Policy Statement

The University recognises records and Information as valuable corporate assets and is committed to achieving appropriate and ongoing management of these assets to advance the University's strategic priorities.

4 Principles

In the management of its records and Information assets, the University is committed to:

  • an enterprise approach based on the University's Records and Information Management Framework
  • pursuing a best-practice culture where the University complies with relevant Regulatory Compliance Instruments and has particular regard to any relevant policy, standards and guidelines made by the Queensland State Archivist (Public Records Act 2002, s.7)
  • implementing and maintaining adequate records and Information systems, internal controls and risk management to meet University business needs
  • providing a robust and secure operating environment enabling accountability and return on investment
  • ensuring records and Information roles and responsibilities are clearly defined
  • responsible collection, retention and handling of sensitive and confidential records and Information including an open and transparent approach to access.

4.1 Records and Information management framework

Records and Information management programs and activities are delivered in accordance with the University's Records and Information Management Framework to enable the University to meet its business needs and Regulatory Compliance Obligations. This includes but is not limited to any relevant policy, standards and guidelines issued by the Queensland State Archivist (Public Records Act 2002, s.7).

Corporate Records leads University efforts to meet records and Information management obligations while proactively supporting University business activities.

5 References

University of the Sunshine Coast. (2015). Information and Records Management - Procedures. Retrieved November 22, 2017, from www.usc.edu.au/explore/policies-and-procedures/information-and-records-management-procedures

6 Schedules

This policy must be read in conjunction with its subordinate schedules as provided in the table below.

7 Policy Information

Subordinate Schedules

Accountable Officer

Deputy Vice-Chancellor (Enterprise Services)

Responsible Officer

Deputy Vice-Chancellor (Enterprise Services)

Policy Type

Executive Policy

Approved Date

12/12/2018

Effective Date

12/12/2018

Review Date

12/12/2021

Relevant Legislation

AS ISO 15489.1:2017

Electronic Transactions (Queensland) Act 2001

Evidence Act 1977

Financial Accountability Act 2009

Financial and Performance Management Standard 2009

General Retention and Disposal Schedule (GRDS)

Higher Education Standards Framework (Threshold Standards) 2015 - Domain 7

Information Privacy Act 2009

Information Standard 18: Information Security

Information Standard 34: Metadata

Public Interest Disclosure Act 2010

Public Records Act 2002

Records Governance Policy

Right to Information Act 2009

University Sector Retention and Disposal Schedule

Related Policies

Administrative Access Scheme Policy

Code of Conduct Policy

Enterprise Architecture Policy

Handling Personal Student Information Policy and Procedure

Historical Archives Collection Policy

ICT Information Management and Security Policy

Privacy Policy

Public Interest Disclosure Policy and Procedure

Right to Information Policy

Risk Management Policy and Procedure

Related Procedures

Administrative Access Scheme Procedure

Engagement of Cloud Computing Services Procedure

Information Asset and Security Classification Procedure

Records and Information Management Procedure

Research Data Management Procedure

Right to Information Procedure

Use of Electronic Mail Procedure

User Experience Architecture Procedure

Related forms, publications and websites

Cloud Computing Use Inherent Risk Schedule

Corporate Records

Higher Education Standards Framework 2015

Queensland State Archives

Records and Information Management Framework

Definitions

Terms defined in the Definitions Dictionary

Information

Any collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form....moreAny collection of data that is processed, analysed, interpreted, organised, classified or communicated in order to serve a useful purpose, present facts or represent knowledge in any medium or form. This includes presentation in electronic (digital), print, audio, video, image, graphical, cartographic, physical sample, textual or numerical form.

Regulatory Compliance Instrument

An external compliance instrument provided by legislation, regulation, standards, statutes or rules, including subordinate instruments....moreAn external compliance instrument provided by legislation, regulation, standards, statutes or rules, including subordinate instruments.

Regulatory Compliance Obligation

An external obligation provided in Regulatory Compliance Instruments....moreAn external obligation provided in Regulatory Compliance Instruments.

University Record

Any recorded information created or received that provides evidence of the decisions and activities of the University while undertaking its business. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records....moreAny recorded information created or received that provides evidence of the decisions and activities of the University while undertaking its business. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records.

Definitions that relate to this policy only

Keywords

Record No

13/427PL

Complying with the law and observing Policy and Procedure is a condition of working and/or studying at the University.

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