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TAG: Records Management

Freedom of Information: Public access to University records

The Freedom of Information Act 1991 (SA) (FOI Act) gives anyone a right to access documents held by public agencies such as universities. The object of the FOI Act is to promote openness and public accountability. In this spirit, all documents within the scope of an FOI request must be made available to the person […]

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Sending the wrong message: human error and the risk to privacy

When we think of data breaches, we usually think of delinquent hackers exploiting technical or human flaws in IT systems to hunt down the personal information of others. But in many cases the risk that private information will fall into the hands of the wrong person is much closer to home – and more everyday […]

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Keep your records intact while working from home

Editor’s Note: This article was updated in October 2021 Adaptable technologies have given us the flexibility to easily move between working on campus and working from home. This pattern is likely to be the new model of work into the future. To maintain workflows while working remotely, the University provides secure access to online systems […]

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Responding to COVID-19 – Maintain your distance AND your records

During recent months, usual work patterns have been disrupted as we’ve adapted our work habits and come to terms with the reality of social distancing. It has also been a period when significant changes have been made to the way the University delivers its teaching and research output. In finding ways to stay apart while […]

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Hosting a Zoom Meeting? Pause before you record

Zoom provides an easy and appealing platform to connect with others across different locations. Using Zoom, we can still gather virtually to hold live team meetings, facilitate group decision-making, stage webinars or simply catch-up for an informal chat. During an extended period of working from home, we’ve all come to grips with using this video […]

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Information: managing a most valuable asset

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 […]

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Contract management – checklist for ending a contract

In most cases, contracts end naturally when the agreed obligations have been performed or the contract reaches its expiry date. Before you part ways with the other party, make sure you’ve tied up any loose ends – it could save you a lot of time and trouble in the long run!

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ICAC hones in on private email accounts – again

Editor’s Note: SA integrity laws were amended in October 2021, which has changed reporting obligations for Public Officers. Further information The Independent Commissioner Against Corruption has again cautioned public officers about using private email accounts for business purposes in his latest annual report (2017/18). There is nothing wrong with private email accounts in and of […]

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Want to work more efficiently? Record your “stuff” properly and regularly

Editor’s Note: This article was updated in October 2021 We sometimes think of recordkeeping as an administrative task that is an addition to the core functions of our roles. You probably never think of it as a way to increase your efficiency…. A recent performance audit Report from the Australian National Audit Office (ANAO) suggests […]

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For the record: How you say it is just as important

Editorial note: This article was updated in November 2021. The tone of your communications is the tone of the record you are creating. We all know that record-keeping is an important and non-discretionary obligation. Proper recording of University activities is important because it promotes Understanding of decisions by showing what, when, how, who and why […]

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