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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.

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.

What are University records?

A University record is 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.

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 Content Manager?

Content  Manager is an Electronic Document and Records Management System, previously known as Records Manager (TRIM)

Corporate Records Core Functions

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
  • Audit, reporting and survey - internal and external
  • Key systems - management of Corporate, Human Resources and Student records (files)
  • Content Manager - deploy and manage the University's enterprise records management system
  • Digital Content - effective information governance practices around the use of digital content
  • USQ Policy Library - provide broad support through Content Manager system
  • 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
  • Consultancy/Advisory Service - provision of specialist advice to the University Community
  • Information Lifecycle Management - promote and support effective capture, use, maintenance, storage, retrieval and disposal of all information assets
  • Representation - representation of the records management stream on internal/external committees and forums, as required
  • Legal Discovery
  • Right to Information
  • Administrative Access