F/6.1 Records management
Contact Officer | Governance Manager, Governance, Legal and Performance |
Approval Date | 24/01/2018 |
Approval Authority | Vice-Chancellor and President |
Date of Next Review | 01/02/2021 |
6.1.1 Purpose
6.1.2 Application
6.1.3 Roles and responsibilities
6.1.4 Principles
6.1.5 Legislative obligations
6.1.6 Digital records
6.1.7 Retention and disposal of records
6.1.8 Access to records
6.1.9 University archives
6.1.10 Definitions
6.1.11 Delegations
Related Documents
Modification History
6.1.1 Purpose
QUT is committed to the creation and maintenance of adequate records of its functions and activities. All records created or received by University staff in pursuit of, and which provide evidence of, QUT functions or responsibilities are public records, and must be captured and managed in accordance with the requirements set out in this policy and related procedures, guidelines and standards.
6.1.2 Application
This policy applies to all records created or received by QUT staff in pursuit of University functions or responsibilities.
6.1.3 Roles and responsibilities
Position |
Responsibility |
---|---|
Vice-President (Administration) and University Registrar |
|
Director, Governance, Legal and Performance |
|
Manager, Records Management Services |
|
Head of organisational unit |
|
All staff |
|
Data custodian |
|
6.1.4 Principles
This policy is based on the following principles:
- electronic records must be captured in either the corporate electronic recordkeeping system, QRecords, or in another corporate business system
- recordkeeping is integrated into the business processes of the University, including through automation where possible
- QUT records will be retained and disposed of in accordance with the requirements of the disposal schedules approved by the Queensland State Archives
- all staff must comply with the requirements of the Public Records Act 2002 (Qld) when creating and managing corporate records
- the University encourages open access to its records, including the QUT archives, except where records have been classified as restricted access in accordance with QUT’s information security classification framework (F/1.2.5).
6.1.5 Legislative obligations
As a public authority in Queensland, QUT is obliged to comply with the requirements of the Public Records Act 2002 and the Queensland Records Governance Policy. The legislation and policy provide for the proper creation, management, and preservation of public records in a useable form for the benefit of present and future generations..
6.1.6 Digital records
QUT’s policy is that electronic records must be captured in either the corporate electronic recordkeeping system, QRecords, or in another corporate business system.
Any corporate business system creating QUT records must ensure that the records:
- can be proven to be genuine, accurate and trusted
- are secure from unauthorised access, alteration and deletion
- are findable and readable
- are retained for the full length of time specified in approved records retention schedules
- can be imported/exported as required to other systems and storage media.
Records may be stored in corporate business systems provided that they meet the minimum recordkeeping requirements set out by Queensland State Archives. System recordkeeping functionality must be assessed using the Business Systems Recordkeeping Capability Assessment Tool.
QRecords has been implemented as the University’s corporate recordkeeping IT system to assist with the capture, retrieval, storage and disposal of University records that are not captured in another corporate business system or where the business system does not meet minimum recordkeeping requirements.
The consistent capture of records into the corporate electronic recordkeeping system or a corporate business system must form part of University business processes and must occur in real time.
6.1.7 Retention and disposal of records
University records must be retained while required for business use or to support other legal, corporate or evidential requirements. Minimum periods for retention of all categories of University records are specified in the University Sector Retention and Disposal Schedule and the Queensland State Archives General Retention and Disposal Schedule, available from the Records Management Services web pages (QUT staff access only).
Staff must not destroy University records without the prior support of the head of their organisational unit and the approval of the Director, Governance, Legal and Performance, and providing there is no ongoing need for business reasons or to meet legal or compliance obligations. Guidelines for records disposal (QUT staff access only) and requirements for obtaining approval for disposal of QUT records is available from Records Management Services (QUT staff access only).
Specific records creation and retention requirements exist for records relating to children and vulnerable persons as per the Queensland State Archives Guideline on Creating and Keeping Records for the Proactive Protection of Vulnerable Persons.
Early disposal of digitised records
Permanent records that are created or received in hardcopy format must be maintained in their original format for the entire retention period as set out in the Retention and Disposal Schedules.
Temporary records that meet the requirements set out in the General Retention and Disposal Schedule (Disposal Authorisation 2074 - Physical Source Records) are eligible for early destruction after scanning into QRecords or an approved corporate business system (F/6.1.6).
Approval for the early destruction of digitised records must be sought from the Director, Governance, Legal and Performance in accordance with the Guidelines for records disposal (QUT staff access only). Records that have been approved for early destruction are included in the Retention and Disposal Schedules (QUT staff access only).
6.1.8 Access to records
QUT records are a corporate resource. Staff need to be informed in order to provide context to the functions and activities which they perform, and may have access to University records in order to fulfil their duties. The University's general approach is one of openness, in that staff may access records about University activities, except where the records qualify for restricted access in accordance with QUT's security classification framework (F/1.2).
The University provides a number of schemes to allow individuals to access information held by QUT, including statutory schemes required under the Right to Information Act 2009 and Information Privacy Act 2009. For further details on these schemes, refer to the University's Access to information policy (F/6.3).
6.1.9 University archives
The University corporate archives provide an ordered system for the management of permanent and long-term records of QUT and its predecessor institutions.
Access to these records is sought though the Manager, Records Management Services, who may refuse access or impose conditions on how access may occur where records are fragile or awaiting conservation treatment. Bona fide researchers may also be granted access to the material upon application, though in these cases, access may be subject to the records being within the 'open access' periods imposed by the Public Records Act.
The University’s corporate archive is not a collecting archive and does not support the storage or display of artefacts or memorabilia. Donations of records and other archival material from persons or bodies outside of QUT will only be accepted where the archival material is directly relevant to the University's main functions and activities; enhances the corporate memory or history of QUT or its predecessor institutions; and where it is clearly within the power of the donor to make the donation. Wherever possible, copyright and ownership of the material will pass to the University, and access conditions should not normally be imposed on the material. These matters will be formally documented in an agreement signed by the donor.
Where an offered donation is not considered appropriate for the University archives, efforts should be made by relevant areas of the University, such as the Advancement Office, to locate an appropriate repository for the material. Further information is available in the Museums, collections and public cultural precincts policy (I/3.1).
6.1.10 Definitions
A record is defined by Queensland State Archives as any recorded information created or received by an organisation in the course of their business or conduct of their affairs. A record provides evidence of activities. This is irrespective of the technology or medium used to generate, capture, manage, preserve and access those records. Records may be in many formats, both physical/hardcopy or electronic, including unstructured data for example emails, or structured data (any data that resides within the fixed fields within a business system, the combination of which can constitute a record).
A corporate business system is defined as a system that has been implemented to support a specific business function, and is supported and funded centrally by the University. It does not include tools such as email services or file storage systems.
6.1.11 Delegations
Refer to Appendix 3 Schedule of Authorities and Delegations (VC036, VC037).
Related Documents
MOPP F/1.2 Information security
MOPP F/6.3 Access to information
MOPP I/3.1 Museums, collections and public cultural precincts
Guidelines and functional requirements for records in business systems (QUT staff access only)
Records relating to vulnerable persons (QUT staff access only)
Queensland Records Governance Policy
Queensland State Archives General Retention and Disposal Schedule
University Sector Retention and Disposal Schedule
Public Records Act 2002 (Qld)
Modification History
Date | Sections | Source | Details |
03.07.20 | F/6.1.7 | Manager, Records Management Services | Revised policy to include record requirements relating to children and vulnerable persons |
17.08.18 | All | Director, Governance and Legal Services | Editorial amendment to update the corporate records management system references to QRecords |
24.01.18 | All | Vice-Chancellor | Revised and simplified policy |
10.07.13 | All | Manager, Records Management Services | Periodic review - minor revisions only |
07.10.10 |
All |
Vice-Chancellor |
Periodic review - policy revised. Renumbered to F/6.1 (formerly F/8.1) |
16.07.09 |
F/8.1.1 |
Governance Services |
Editorial amendment to update Information Standard |
17.05.07 |
F/8.1.6 |
Vice-Chancellor |
Revised policy to reflect current corporate records strategy and practices (incorporates former policies F/8.2 and F/8.3) |
12.07.05 |
F/8.1.6 |
Manager, Archives and Records Management Services |
Updated in accordance with current disposal schedules |
05.03.00 | All | Registrar | Updated |