Records Information Management Plan
The purpose of the Records
Information Management Plan is to provide a strategic focus for the direction
and development of records management at Murdoch University. Current and emerging
technologies are key drivers behind many of our strategic objectives, the most
significant being the expectation that the University will eventually implement
a campus-wide electronic document management system (EDMS). These technologies
are fundamentally influencing the way in which information is captured, organised,
stored and retrieved and provide us with exciting opportunities to disseminate
significant amounts of information that can be easily and efficiently accessed
from your desktop
Many of our initiatives have a campus-wide scope. Some of these relate to our
objective of making available significant sources of information to all university
staff in a form that can be readily and efficiently accessed. We have developed
and maintain the following information databases on the web:
- A searchable database
of all non-confidential university central files;
- A searchable database
of the Senate minutes 1973-current;
- A searchable "Publications"
database that holds information from university publications such as "On
Campus", "Murdoch News", "Synergy", etc from 1974
to current;
- From 2001 a searchable
database of Academic Council minutes 1974-current.
Likewise, our strategic plan commits us to placing the University’s Retention
and Disposal schedules on the web and to monitor staff compliance with them.
These provide staff with a legal and authoritative basis to destroy records
that no longer need to be kept because all administrative, legal, fiscal or
historical requirements have been satisfied. The Retention and Disposal schedules
thus help to prevent the arbitrary destruction or loss of University records
and so to avoid possible administrative, legal or public accountability repercussions
for the university. This initiative will be particularly beneficial for staff
located in the Academic Divisions.
Not all objectives, strategies
and targets within our strategic plan apply equally to all Offices. For example,
our objective of maintaining full and accurate records on central file applies
principally to the Administrative Offices within the Chancellery Building. However,
significant categories of information produced in the Academic Divisions and
that have administrative value for senior management are also targeted. This
includes, but is not restricted to, complete and accurate information from the
university’s Trusts, MOU agreements initiated at Divisional level and Divisional
Board minutes and agendas. We also aim to promote efficiencies and accountability
throughout the university by encouraging and monitoring quality records management
practices and encouraging consistency in filing systems and methodology.
The goal of an electronic
correspondence tracking system refers to electronic workflow and this will be
explored in 2001 along with a proposal for a campus-wide Electronic Document
Management System (EDMS).
If you have any questions
or suggestions relating to the Records Information Management Plan or to any
other Records Management or Archival issue at Murdoch University please feel
free to contact us.
The Records Information
Management Plan is guided by three planning goals from which our objectives,
strategies and targets are developed.
Planning
Goals
Planning
Goal A: Information Management
"To
continue to develop and implement integrated information management programs,
utilising existing and emerging technologies, to improve the availability and
accessibility of information campus wide."
Planning
Goal B: Accountability
"To
maintain accountability standards by addressing all administrative, legal, fiscal
and archival requirements with respect to University records".
Planning
Goal C: Marketing/Culture
"To
promote and support a culture of proper record keeping practices throughout
the University."
Objectives,
Strategies and Targets
Planning Goal A: Information
Management
To continue
to develop and implement integrated information management programs, utilising
existing and emerging technologies, to improve the availability and accessibility
of information campus wide.
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Objective:
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Strategy:
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Targets:
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A.1
To ensure that full and accurate records are made, captured into and maintained
in the university’s centralised record keeping system.
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A.1.1
To have a co-ordinated approach supported by senior management that university
administrative correspondence is retained and dealt with on central files.
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- Provide information
on central files matched to client information needs
- Increase number
of staff with borrower privileges
- Low use of personal
filing systems
- Compliance with
Australian Records Management Standards
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A.1.2
To have an electronic correspondence tracking system that can record and
monitor the various stages of action of correspondence from receipt to
closure.
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- Shared file directories
to Office of Records Management and Archives
- Administrative
Offices to have electronic workflow capability linked to Office of Records
Management & Archives
- Establish electronic
records management and security standards
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A.1.3
To have a system that will receive, store and index all electronic correspondence.
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- Shared file directories
to Office of Records Management and Archives
- Administrative
Offices to have Electronic Document Management capability linked to
Office of Records Management & Archives
- Establish electronic
records management and security standards
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A.1.4
To establish a relational link with records held in Divisions, Schools
and Offices to the university’s Office of Records Management and Archives.
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- Standardised records
keeping systems supported by Office of Records Management & Archives
- Shared file directories
to Office of Records Management & Archives
- CWIS links from
Division/School home pages to Office of Records Management & Archives
- Incorporation of
Records Management issues with Divisions/Schools operational plans
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A.2
To have systems that will provide efficient tracking and retrieval of
information/ records.
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A.2.1
To have finding aids and information databases with the functional capability
of keyword searches.
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- Integrated single
search facility that searches for information maintained in various
databases
- Create electronic
indexes for selected central files
- Utilise scanning
technology where appropriate, eg Senate minutes 1973-1997
- Develop new (and
enhance existing) "Searchable" databases of information on
the CWIS, eg Senate Resolutions database, MOU’s/MOA’s, Delegations
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A.2.2
To have an advanced file/Archive record tracking system.
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- Utilise barcode
technology
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A.2.3
To have an interactive system that will provide an electronic information
search link from Divisions, Schools and Offices to records held in Office
of Records Management and Archives.
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- Develop a network
strategy
- Shared file directories
to Office of Records Management and Archives
- Create records
links between the CWIS and WWW, eg Federal/State legislation, DETYA,
AVCC homepage links
- Provide user training
and support
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A.3
To exploit current technology to assist in the management of information
and records.
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A.3.1
To provide an Electronic Document Management System (EDMS) that will maintain
and control electronic records generated by the university.
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- Develop a skills
training programme for users
- Establish Electronic
Document Management and security standards in relation to Murdoch IT
Policy
- Strategic trial
approach implementation
- Licences to selected
Offices to use EDMS
- Incorporation of
electronic records in the university’s Retention and Disposal Schedules
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Objectives,
Strategies and Targets
Planning
Goal B: Accountability
To maintain accountability
standards by addressing all administrative, legal, fiscal and archival requirements
with respect to university records
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Objective:
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Strategy:
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Targets:
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B.1
Establish and maintain policies and processes to protect the integrity
of information generated and kept by the university.
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B.1.1
To ensure that records within the university are retained and disposed
in accordance with the State Records Act 1998 and other applicable Acts.
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- Identify key areas
and personnel within the university responsible for the management of
information
- Annual consultative
review of records held in Divisions and Schools
- Monitor and review
relevant legislation to Murdoch’s records and information management
processes
- Office of Internal
Audit to include a recordkeeping audit in their programme.
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B.1.2
To develop and review Retention and Disposal Schedules for records held
in Divisions, Schools and Offices to prevent the arbitrary destruction
of records.
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- Place Retention
& Disposal Schedules on the CWIS
- Monitor developments
and changes to information management practices within the university
- Review existing
R&D schedules annually
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B.1.3
To develop Electronic Document Management standards that will comply with
the university’s Information Technology Plan and CWIS Policies/guidelines.
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- Review the Information
Technology Plan
- Liaise with the
university’s CWIS co-ordinator
- Determine multi-user
access levels
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B.1.4
To develop an efficient system to audit the location of borrowed files.
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- Introduce a barcoding
facility for central files
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B.1.5
To have a system that can "audit" the action required on incoming
correspondence from receipt to closure.
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- Implementation
of an electronic correspondence tracking system
- Monitor user adherence
to records management procedures and standards
- Determine multi-user
access levels
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B.1.6
To utilise the Murdoch University CWIS to publicise Records and Archives
policies and procedures and other related Information Management procedures.
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- Place policies
and procedures of Records Management & Archives Office on the CWIS
- Create web links
of policies and procedures to university Library and Government agencies
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B.2
To ensure the sufficiency of the University’s records and archival space
requirements.
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B.2.1
To monitor the rate of space usage and determine future needs.
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- On-going liaison
with the Office of Facilities Management
- On-going liaison
with Chancellery and Divisional Offices
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Objectives,
Strategies and Targets
Planning
Goal C: Marketing/Culture
To promote
and support a culture of proper record keeping practices throughout the university
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Objective:
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Strategy:
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Targets:
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C.1
To provide an understanding of the benefits and importance of adopting
proper records management practices within the university.
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C.1.1
To promote the objectives and functions of the Office of Records Management
& Archives and the services it offers to the university community.
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- Production of information
booklets, user guides, pamphlets, newsletters
- Develop Office
of Records Management & Archives web page
- Identify key personnel
responsible for the management of information and provide an on-going
support/consultancy role
- Annual review of
records held in Divisions/Offices
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C.1.2
To have a more interactive role in the decision making processes of the
university on issues that involve data and information management.
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- Identify strategic
committees/working parties
- Liaise with the
university’s CWIS Coordinator
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C.1.3
To develop a formal training program on Records Management that targets
all records practitioners.
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- Mandatory training
for persons responsible for records and information management in their
Office
- Development of
client user training guide booklets
- Evaluate/promote
externally run courses considered suitable for records users
- Review currency
of training program and client needs
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C.1.4
To establish best practice procedures by developing a continuous process
of review by benchmarking the Murdoch Office of Records Management and
Archives to external Records Management agencies.
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- Formalise and implement
a benchmarking strategy
- Link benchmarking
to Performance Development
- Identify and support
training needs of records personnel including seminar/conference attendance
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