Adelaide parr presentation

Adelaide Parr

Victoria University

EQUIPPING STAFFFORDIGITAL PRESERVATIONTASKS

VICTORIAUNIVERSITY

• 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 MANAGEMENTAT 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

DEFININGSKILLSETS

• 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

DEFININGSKILLSETS

• 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 EssentialsSlide 4

BENEFITSOFRECORDS 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


MANAGING RECORDSWITH A BUSINESS CLASSIFICATION SCHEME


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?


DISPOSAL FRAMEWORKSRecords 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.


CONTACT DETAILS

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Records Services

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[email protected]

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Records Services

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POST TRAININGSUPPORT

• 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

RECORDSCHAMPIONS

• 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!


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 ConsultantRecords Services

Victoria UniversityFootscray Park CampusBallarat Road, FootscrayPO Box 14428Melbourne Vic 8001 Australia

Phone +61 3 9919 5345Fax: +61 3 9919 5340Email: [email protected]

Adelaide parr presentation

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