What is a Record?

What is a record?

What records should CQU be keeping?

WHAT IS A RECORD?

• A record can be paper, electronic, digital and/or voice which is “information created, received, and maintained as evidence by an organisation or person, in pursuance of legal obligations or in the transaction of business”. (Australian Standard 15489 Part 1 Records Management 2002)

• Records substantiate what, where, when, why and how employees of the University did something for and on behalf of CQU.

• Records provide evidence of University business activities. Records are kept to show evidence of past actions and events and to substantiate what was communicated or decided and what actions were taken on behalf of Central Queensland University.

• Messages that do not provide a record of a business transaction are considered ephemera and are not required to be captured and retained. Examples of these include messages of limited information value only and personal transactions.

• Drafts are not considered records until they have been circulated or submitted for comment as part of the decision making process. A telephone conversation becomes a record when a note is made.

• The original vital record must be captured in TRIM to ensure a secure environment from unauthorised alteration or destruction.

                                                                                                   

CQU RECORDS

The following list is not exhaustive however it demonstrates the sorts of things we should keep.

University records are letters, emails, reports, memos and documents which detail:

• Matters concerning the substantive business of a committee (including membership and terms of reference).
• Minutes and agenda papers for University committees
• University policy development and implementation
• The conduct of University business
• Commitment of University resources
• Involvement of the University in academic and or business projects
• Where there exists reporting, legal and advisory requirements
• Submissions to external bodies
• Negotiations, agreements and commitments on behalf of the university
• Property management
• Preservation of buildings
• Leasing
• Hire of grounds and buildings
• Maintenance agreements
• Capital works
• Security
• Income
• Setting of fees
• Audit
• Delegation of authority
• Annual report requirements
• Contracts, licences, agreements
• Intellectual property
• Conditions governing bequests
• Strategic planning
• Quality reviews
• Consolidated budget reports
• Capital equipment procurement
• Complaints
• Media releases
• University functions
• Visitors to the University
• Special events, speeches made by Executive Staff or conferences organised
• Appointments
• Equity and diversity
• Industrial Relations
• Workplace Health and Safety
• Enterprise Bargaining Agreements
• Representation of University bodies
• Employment conditions
• Contracts and agreements
• Patents, licences
• Grants
• Intellectual Property and Trademarks
• Development code of ethics
• Course development