Records Management

The University of Ballarat Records Management (RM) service is located in the Student Centre on the ground floor of T Building at the Mt Helen Campus. The service is responsible for the management of the corporate records of the Vice-Chancellor's Office and the TAFE Division. It is also responsible for the University archives and for the provision of advice on records management procedures to schools and portfolios across the university.

As a Public Institution the University of Ballarat is bound by the Public Records Act 1973. Records received or created by University staff are deemed to be Public Records under the Act and staff are obliged to manage and dispose of these records according to the authorised standards and records authorities issued by the Public Records Office Victoria (PROV). Records disposal at the University of Ballarat must take place under an authorised Records Authority.

For further information click on the links below:

What is a Public Record?
Guides, Advice Standards and Records Authorities
Using Normal Administrative Practice to Destroy Public Records
Guidelines for the Disposal of University Records
Records Disposal Training
University Committees
Contacts

What is a Public Record?

Generally speaking a public record is any information created by or received by an officer at a Public Institution (and the University of Ballart is a Public Institution) that is evidence of a business transaction or activity. A Public Record records an action, policy, decision or decision making process, renders the organisation accountable or commits the organisation to an action. This information may be any hard copy, digital, email, sound or video recording documentation that is evidence of a business transaction or activity. Examples include (but are not limited to):

Student enrolment and administration documents
Organisational management
Financial management including funding and financial transactions
Research management including grants, project management and reporting
Commercial activities including collaborations
Governance
Asset management
Contracts
Human Resource management including staff files

Guides, Advice, Standards and Records Authorities

The PROV issues Guidelines, Advice, Standards and Records Authorities to assist institutions in the management and disposal of public records. They are available at the PROV website:http://www.prov.vic.gov.au/

Using Normal Administrative Practice to Destroy Public Records

The Records Management Guide Using Normal Administrative Practice to Destroy Public Records lists material that may be destroyed with no further reference to disposal schedules or notification to PROV. It covers those short term records (as listed) that are facilitative in nature. The guide is available at the PROV website:http://www.prov.vic.gov.au/
To access the guide:

Click on Records Management

Click on Standards and Advice

Click on the link to Records Management Guide Using Normal Administrative Practice to Destroy Public Records

Guidelines for the Disposal of University Records

Records disposal refers to the decision making process regarding the permanency or temporary nature of records that ultimately leads to the destruction or transfer/storage of the records. It is important to note that disposal does not necessarily mean the destruction of records.

There are four steps in the process of disposal of university records. They are:

Conduct a records survey
Obtain copies of the relevant PROV standards, specifications and disposal authorities
Formulate a records disposal plan
Implement the disposal plan

The PROV provides guides for each of these steps and are available from the PROV website:
http://www.prov.vic.gov.au/

Click on Records Management

Click on Standards and Advice

Click on the link to Records Management Guides and Advice

Ensure that all relevant steps are completed prior to the disposal of records, including the completion of PR029 form that MUST be forwarded to RM for action.

Those staff responsible for record keeping within their section/school are urged to access these guides and become familiar with the process. You are welcomed to then contact Records Management staff to clarify any issues.

DO NOT engage in records disposal without first consulting Records Management staff to ensure a complete understanding of the process.

Records Disposal Training

The PROV offers training in records disposal each year at a very reasonable cost. The University of Ballarat Records Management (RM) staff also offers a condensed program that is more specific to section/school records. To gain the most from this program it would be best to attend PROV training first. Please contact Records Management staff if you have enquiries re garding the PROV or inhouse training.

University Committees

The records of most University Committees (Minutes, Agendas and Papers) are considered to be permanent records of the University. The secretary or executive officer is responsible for the maintenance of these records and the eventual transfer to the university archives through the RM service.

Contacts

Angela Jory
Ph: 5327 9790
Fax: 5327 9704
email: a.jory@ballarat.edu.au

Rosalie Haley
Ph: 5327 9857
Fax: 5327 9704
email: r.haley@ballarat.edu.au

Leanne Edwards
Ph: 5327 9790
Fx: 5327 9704
email: l.edwards@ballarat.edu.au