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Records and Information Management at USQ

The USQ Records and Information Management Framework provides a broad overview of the University's approach to effective management of its records and information assets within the context of relevant legislation, regulations, standards and policy.

What are records?

Record(s) are information created, received and maintained as evidence and as an asset by an organisation or person, in pursuit of legal obligations or in the transaction of business.

(AS ISO 15489.1:2017)

What are University records?

A university record is any recorded information, in any format, received or created, that provides evidence of the decisions and actions of the University while undertaking its business.  The University's business encompasses all forms of its teaching and learning, research, community service, organisation, commercial and cultural activities.

Who is responsible for University records?

University employees, contractors and consultants are personally responsible for the records and information, created or received by them, in the performance of their duties and under their control, including the disposal of University records and information.

The intentional unauthorised disposal of a University record constitutes a breach of section 13 of the Public Records Act 2002 (Qld).  Financial penalties for infringements may apply.

University record checklist

If unsure whether an item (object) is a University record, apply the questions below:

  1. Does it form part of a University function, activity or transaction?
  2. Does it add value or support to an existing document (record)?
  3. Does it show how a decision was made?
  4. Does it document a change to policy or procedure?
  5. Does it show when or where a University event happened?
  6. Is it a formal draft of a submission, agreement or legal document?
  7. Is there a statutory requirement to keep the document (record)?
  8. Is the document necessary for the re-establishment of business?

If the answer to ANY of these questions is ‘yes’, the document is considered to be a University record for the purposes of the Public Records Act 2002 (Qld) and the Right to Information Act 2009 (Qld), and must be managed in the University’s records management system.

What is Records Manager?

Records Manager is a leading Enterprise Content Management System for managing records of all formats. Records Manager allows for the University's corporate information to be captured and shared (subject to appropriate access controls) across the organisation. Records Manager provides a more robust, reliable and transparent records management system than the current process of saving documents and files locally.

Records Manager has been identified by University planning documents as the primary driver for records management compliance at USQ. Corporate Records has responsibility for the functional management, development, training and Help Desk support of Records Manager.

Who will use Records Manager?

Records Manager enables authorised University employees (contractors and consultants) to capture, use, store and access University business records and information.  Records Manager continues to be deployed to various levels of management and support teams across all the organisation.

Background to Recordkeeping at USQ

As a public sector entity and, as part of the University's approach to effective management of its records and information assets, the University is required to comply with relevant legislation, information standards, policy and guidelines including, but not limited to: 

University records and information should be captured by all employees, contractors and consultants to provide reliable and accurate evidence of business decisions and actions.

Recordkeeping business tools such as retention and disposal schedules and the Business Classification Scheme, together with associated policies, have been developed to assist employees in the execution of their recordkeeping responsibilities.

Corporate Records Core Functions

1.  Corporate Records provides a lead role in records and information management at USQ through the implementation, maintenance and support of a broad range of services, such as:

  • Compliance - management and implementation
  • Key systems - management of Corporate, Human Resources and Student Files
  • Records Manager - deployment and management of the University's enterprise content management system
  • USQ Policy Library - administrative, technical and analytical support using Records Manager
  • USQ Historical Archives - collection, management and preservation of the University's corporate and social history
  • Document Storage Warehouse - lifecycle management of aged records, including authorised disposal processes
  • Policy and procedures - development, review and implementation, as required
  • Policy input - provision of specialist input to policy development and review, as required
  • Consultancy/Advisory Service - provision of specialist advice to the University Community
  • Representation - representation of the records management stream on internal/external committees and forums, as required