Records Governance Services (RGS) is located within the Council and Records Management unit, and is responsible for ensuring that the University meets its records and information management obligations through the implementation of best practice records management policies and guidelines.
We offer a number of quality services,which include:
- Managing a central collection of University records
- Administration of the University's Electronic Document and Records Management System (EDRMS) called TRIM (HPE Records Manager)
- Provide education, training and advice about best practice recordkeeping processes for creating, storing, disposing and archiving of records.
Records of the University are records of the State and as such we are bound by the State Records ACT 1998
As a staff member, this means that you must:
- Create full and accurate records of your work
- Take responsibility for the security and access to records
- Only dispose of, alter or remove records with the appropriate authority by Records Governance Services (RGS).
How long do you need to keep records?
Records need to be retained in accordance with the minimum retention requirements outlined by the NSW State Archives and Records disposal authorities (legislated under the State Records Act 1998). The University must not dispose any records before the legal timeframe or where the University is aware of possible legal action (including legal discovery, court cases, formal applications for access) where the records may be required as evidence.
The State Archives and Record Disposal Authorities cover most if not all records created and maintained by staff and IT Systems (including emails) at the University from administration, academic, finance, research, student, personal records etc.
For more information see links below for details of the retention requirements or contact Records Governance Services.
Records can be retained longer than the minimum retentions requirements if records are required for legal, audit and administrative purposes to support University business however, if records contain personal or sensitive information a risk assessment must be considered when retaining information for longer periods. Records that are retained longer are discoverable.
If you have records that are not covered in the disposal authorities, contact Records Governance Services for further advice.