Universities have always been curators and custodians of knowledge and information. As institutions of learning we understand, perhaps better than any other organisation, the value of preserving this valuable asset for the benefit of future generations.
Managing and recording information properly also allows us to leverage information for better decision-making, improved efficiency and accountability in our processes.
The University’s record-keeping obligations are set by the State Records Act 1997.
New standard for information management
To support institutions wanting to maximise the value of their information assets, State Records recently released the Information Management Strategy and Standard. The Standard explains the five principles that should underpin the information management framework for any organisation.
- The value of information is known – Information is treated as an asset of the agency: its value, both current and future, is determined, understood and leveraged to improve business outcomes.
- Information is created and managed appropriate to risk – Agencies understand what information needs to be created, and kept, to support business objectives, meet compliance obligations and mitigate risk.
- Ownership of information is assigned – Responsibility for the governance of information is assigned appropriately in order to ensure information is managed for the best outcomes of the agency, its customers and broader community.
- Information can be relied upon – Policies, practices and systems are implemented that ensure information can be relied upon as trusted and authentic evidence of decisions made and actions taken.
- Information is available as required – Information is accessible for as long as needed and is shared appropriately (subject to access, security, and privacy rules) within a protected and trusted environment.
Managing the University’s information
Most of the work done at the University is driven by information that flows in and out as we produce and share knowledge, see graduates transfer their learning into practice and as we report on these outcomes to our stakeholders.
Some of the information forms an important historical record which are retained as University archives.
The University also relies on the completeness and accuracy of records for day to day operations when it responds to Freedom of Information requests, audits, investigations, relationship management or legal disputes. So it’s important that all decision making is well documented and stored in official University systems where it can be accessed when needed.
See the Legal and Risk Guide for University record keeping for more details.