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The Australian National Audit Office (ANAO) has recently released (June 2018) a performance audit report regarding the integration of two Commonwealth agencies.  Of the three recommendations made by the ANAO as a result of its audit, Recommendation 1 states the new integrated agency needs to give priority to addressing its records and information management deficiencies.

In light of the ANAO report, the University’s Legal and Risk team have posted its blog Want to Work More Efficiently? Record Your “Stuff” Properly and Regularly.

As all University staff have recordkeeping responsibilities we encourage you to read the Legal and Risk blog and put into action the provided recordkeeping tips.  And remember, UniARK is here to assist.

 

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Text prepared by Susan Coppin, Collection Archivist, University Archives and Recordkeeping (UniARK)

It is not unreasonable to say that the Barr Smith Library was a leading player in advocating for a consistent electronic mailing system across the university sector.

1980s

In 1982, University Librarian Eric Wainwright contacted Vice-Chancellor (VC) Donald Stranks to inform him that the Library had been experimenting with an “online message-switching service” called ACIMAIL which was being used by eleven other Australian universities.

After some months of exchanges regarding potential use of the system at UofA and comparisons with other options, Wainwright suggested to the VC that the matter be raised with the Australian Vice-Chancellors Committee [AVCC] as there would “be economies through some agreed developments which would easily allow all universities to communicate”.

This occurred and the AVCC resolved for UofA to set up a working party to look into the possible inter-university adoption of ACIMAIL (note in the attached document the VC’s comment regarding the AVCC “ignoring communication systems between cities!”) (Ref: 1982/2629)

Document 1- Regarding AVCC request to form working party

Memo regarding AVCC Request to form working party, 1983 (Ref:1982/2629)

With conflicting priorities and fast-changing technologies, by 1985 the working party was struggling to produce a meaningful report but noted agreement between universities was highly desirable as there was “considerable danger of an electronic ‘Tower of Babel’ emerging with different parts of the various universities using different systems”. The VC’s response indicates a low level of concern from the AVCC at that time. (Ref: 1982/2629)

Document 3

Memorandum to VC Stranks regarding report from working party, 1985 (Ref:1982/2629)

1990s

After many years of ad hoc usage, in 1993 Lotus cc:Mail was chosen as the standard for staff email, but was not used consistently as the attached email examples indicate.

Document 4 - Example 1  Example 2a

Examples of internal emails, 1994 (Ref: 1994/2436)

In 1994, the AVCC Deputy Secretary enquired (via email) if the University could provide a copy of any policy or guidelines regarding email use. A response was sent indicating that email regulations were included with the Rules for Student Use of University Computer Facilities that had been issued in 1990.

In 1995, the AVCC issued a Discussion Paper on Electronic Mail Use and Abuse – Issues for Australian Universities. This generated discourse within the University and the eventual adoption of the Computer Network Access and Usage Policy. (Ref: 1994/2436)

A 1997 draft discussion paper on Provision of a Standard Electronic Mail Service provides background information on email usage at the University – a later 1998 draft indicates that email had been in use for “well over 10 years”. (Ref: 1998/2671)

In October 1998, recommendations for a ‘modernised’ service were approved.  There was opposition to the proposal and in particular from the Engineering Faculty that wanted to maintain its own infrastructure. (Ref: 1998/2671)

In 1999, University email policy, conventions and etiquette documents were drafted. (Ref: 1998/2671)

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On December 1st the university held its annual Vice-Chancellor’s Volunteer Achievement Awards Ceremony, which recognises the amazing contribution made by over 2600 volunteers. This year the University Archives Volunteers group are the very proud co-recipients of the Group of the Year award! Congratulations to all of our volunteers, and thank you so much for your hard work throughout the year.

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The Records Services Help Desk and Office will be closed on Tuesday 28 November 11:30am to 3:00pm. For urgent enquiries, please call the Records Services mobile on 0434 077 001 or email records.services@adelaide.edu.au and we will attend to your requests on Tuesday afternoon.

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The Records Services Help Desk and Office will be closed on Wednesday 18 October 2017 10:00am to 11:30am. For urgent enquiries, please call the Records Services mobile on 0435 132 890 or email records.services@adelaide.edu.au

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The Records Services Help Desk and Office will be closed on Thursday 17 August 2017 – 8:45am to 5:00pm. For urgent enquiries, please call the Records Services mobile on 0435 132 890 or email records.services@adelaide.edu.au and we will attend to your requests on Tuesday morning.

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On Monday 31 July 2017 HP Records Manager will be upgraded to version 9 and renamed ‘HPE Content Manager’. The upgrade will include: Enhancements and full compatibility with Microsoft Office applications The introduction of new tools – DocUMove and Soft Deleter A name change to HPE Content Manager All of your existing HPRM Favourites, Recent […]

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Sessions for HPRM Action Tracking for Examinations are now available; Monday 15 May 2017  – 10:30am to 12pm Tuesday 16 May 2017 – 3:00pm to 4:30pm The  training is highly beneficial for staff processing examination papers in HPRM. To book into a session please contact Records Services.

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In 2016, the sale of Thebarton Campus resulted in the need to relocate the University’s off-site records repository. This significant project involved the establishment of a new facility on the lower level of the Woolhouse Library at Waite Campus. Over 25,000 boxes of temporary and permanent files, as well as the bulk of the University […]

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