A record is information created or received that provides evidence of decisions or actions of UQ while undertaking its business. As a public authority we have a legal responsibility to make sure that these records are managed effectively, retained for the required period of time, and then disposed of appropriately.

Record Archives Management Services (RAMS) is located within Information Technology Services (ITS) and is responsible for the strategic management of The University’s recordkeeping systems, records of enduring value, developing policies and providing advice.

Contacts
Advice and information requests records_request@uq.edu.au
Extension 53361
Staff file requests

staffregistry@uq.edu.au
Extension 52831

Student emails for automatic registration

recordsmanagement@uq.edu.au
 

Records and Information Management Strategic Plan (2015-2020)

Promote a culture of shared responsibility by providing the software and training necessary for staff to manage their own records.
RAMS will be involved in the establishment of processes and auditing for quality assurance rather than providing a registration service for others.
Promote staged rollout of endorsed recordkeeping system HP Records Manager (RM). 
Recordkeeping strategies should endeavour to allow staff to do their business without imposing additional onerous duties.  This may be achieved through automatic classification software to analyse and register important documents currently housed in Outlook and network drives and ensuring that registration is made as simple as possible for the end user.
Ensure awareness of the resources available for document management and provide training to enable staff to efficiently capture relevant records.
Encourage a uniform approach to the structure and naming of folders based on a common Business Classification Scheme (BCS). 
Improve search capability with document naming conventions.
Consolidate content of other document management systems to RM.
Improve the security of documents including controlled file shares, classifying documents and avoiding external devices.
Records born digital should stay digital where possible rather than be printed out and retained.
Shift away from a reliance on wet signatures to allow electronic approvals and register documents electronically without the need to print and scan.
Reduce volume of hard copy paper forms through online forms & workflows ideally captured within existing business systems.
Expand early disposal of digitized records for items with temporary retentions.
Manage information according to the criticality and risk associated with the information.  Vital records, those of significant value or high-risk records should be managed within an EDRMS or approved business system whereas other records may be managed in other systems including shared drives, Email folders and hard copy files.


 

 

RAMS has just purchased its first paper jogger which will be used to straighten out the physical staff files in Staff registry in preparation for back-scanning.  This machine blows air through the paperwork while simultaneously moving it...

27 May 2016

Two documents signed by Abraham Lincoln in his drive to abolish slavery in the 19th century have sold for more than $6.2 million (AUS) in New York. ...

27 May 2016

A 353-year-old map of Australia has arrived in Melbourne for restoration. http://www.abc.net.au/news/2016-05-17/1663-map-of...

19 May 2016

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