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Record Keeping Information

Records can assist with all your record keeping requirements, please contact us for advice on managing your records & best record keeping practices.

We have included some information below on the services we can provide & record keeping tools that may assist you in determining how records management applies to you role.

Records Policy

This policy encompasses;

Facilitating the management of University Records as a University asset and information resource in order to meet operational business needs

Provides the framework for underlying procedures and guidelines on the record keeping roles and responsibilities of all employees in the University; and

Facilitates ECU compliance with the requirements of the State Records Act 2000 (WA).

Records documenting the University's business have varying rules for how long they should be retained and how they can be disposed of. These rules are contained in the following retention and disposal schedules, accessible on the Records Disposal page.

The WAUSDA retention schedule is the WA University Sector Disposal Authority Listing. This was a combined work collaboration with other universities in WA, such as Curtin, Murdoch & UWA. This schedule is specific to universities & has business activities that are more relevant to how ECU conducts business. GDAGR is the General Disposal Authority of State Government Information, ECU needs to abide by State Record Office requirements & the State Records ACT 2000. Both schedules are used to classify ECUs business records.

WAUSDA -  Used for University functional records

GDAGR - Used for Administrative functional records

Research Retention Model - Extract of WAUSDA retention model

IMAS can classify your information accordingly, please send in a New File Request Form or Email us in order for us to ascertain your record keeping requirements.

For further advice on the disposal of records, please contact Information Management & Archive Services

Unmanaged content

Unmanaged content describes records that are not currently managed in a record keeping system and may currently sit in compactuses, cupboards, storerooms, offices & drawers. This includes records stored on usb thumb drives, share drives, cloud storage, CD’s, tapes and external hard drives.

Records have a process in place to ensure your records are managed;

  • Contact us if you have unmanaged content
  • Visits will be arranged to view the content in the advised area/s
  • Quotes will be conducted & we will advise best practices on their management
  • Discuss steps to managing your retrospective collections
  • Facilitate users & groups in moving from non-preferred storage areas into HPRM

Note; Unmanaged content cannot be disposed, without Records authority to do so. If you are unsure of the process for disposals, please contact mailto:imas@ecu.edu.au

Inactive Files

Inactive files describes managed content that is no longer in active use but is still with the business unit awaiting transfer.

  • Files become inactive from the date of last document and must be inactive for two years before transfer to IMAS.
  • Records that are managed come back to IMAS for processing on our advisement
  • Files cannot be accepted back before this time, therefore we ask that files be stored securely within your area
  • Records sends out a report of the end of each year to advise that yearly files will be closed & confirm files creation for next year
  • Files will not be closed until after 31/12
  • If you require files to stay open beyond 31/12 or are not sure of your file requirements get in touch

The Recordkeeping Manual provides a comprehensive framework for the development and maintenance of best practice records management standards for ECU.

This includes:

  • Managing incoming and outgoing correspondence
  • Electronic document management solutions
  • Management of personal information
  • Records evaluation and disposal
  • Information Management & Archive Services (IMAS) have designed a number of policies, procedures and information sheets to accompany the manual. These include:
  • ECU's recordkeeping plan
  • ECU's recordkeeping policy
  • Transferring inactive records
  • HP Content Manager (HPCM)
  • Recordkeeping processes
  • Managing email
  • Determining what goes on an official file
  • Determining what does not go on an official file

Record Keeping Manual

Recordkeeping standards

IMAS have adopted the Australian Standard for Recordkeeping AS/ISO15489 and International Standard AS ISO 23081.1-2006 Information and documentation - Records management processes - Metadata for records as a benchmark for all procedures and standards relating to records and archives management.

What is Keyword Classification?

ECU has adopted a method of file titling, called Keyword Classification. It is commonly used throughout Government organisations and many Australian Universities.

This style of titling is all about grouping information into functions of the University. It will allow us to group information in such a way that we can be confident that like information is gathered appropriately and the correct retention periods are applied.  The use of consistent language in file titles will also improve information searching and retrieving processes.

File title structure is determined by Functional Keywords, Activity & Transactions (descriptors) as follows;

  • KEYWORD (Mandatory) - represents the major functions and activities of ECU and is always used to start a file title;
  • ACTIVITY (Mandatory) - reflects the activities performed within the function (a more specific aspect of the function);
  • SUBJECT DESCRIPTORS (Optional) - a more specific term associated with the activity descriptor that further defines the subject content of the activities; and
  • FREE TEXT (Mandatory) - allows the unique creation of a specific file title, used to capture unique information about the documents that are contained within the actual file.

File Classification

For the disposal of records held by your business unit, please use the following forms for submissions to Information Management & Archive Services

Exam Papers Disposal Form
Use for the disposal of examination scripts / answer booklets completed by students;

Assessments Disposal Form
Use for the disposal of student assessments or evaluations, including assignments and presentations, but excluding examination scripts, practicum and theses

Student Declined Offers for Admission Disposal Form
Use for the  disposal of records for students who are declining offers of admission to ECU;

Student and Graduation Surveys Disposal Form
Use for the routine disposal of confidential information in the form of completed student and graduate surveys; and

Unsuccessful Student Application for Admission Disposal Form
Use for the disposal of unsuccessful applications for admission to a course of study at ECU.

Confidential bin requests

ECU has recently engaged the services of Cleanaway for the supply of confidential locked bins across the University. This service replaces the services previously supplied by Suez.

Confidential locked bins should be used for the disposal of ephemeral documents only, including documents reproduced on photocopiers that are no longer required. The use of locked bins ensures that ECU information remains secure and protected until it is appropriately destroyed by the vendor.

The cost for the supply of a routinely scheduled locked bin from Cleanaway will be centrally managed. An order of bins in addition to the standard order will be assigned to the requesting School/Centre cost code.

To order a confidential locked bin at Joondalup or Mount Lawley, lodge your request via the Facilities & Services Maintenance request site Online maintenance request or email maint@ecu.edu.au. The exchange cycle for bins for Mount Lawley and Joondalup campuses is available via the following link Bin Roster 2019.

If you require a confidential bin at the South West Campus, please email cso@ecu.edu.au and in the subject line ‘ATT BUNBURY’. Please provide a cost code and a bin will be delivered to your office.

Please note, the destruction of official business records must be approved by both the business owner and the Manager, Information & Archive Services prior to the destruction of the records.

If you have official business records that you wish to dispose of, please contact Information Management & Archive Services imas@ecu.edu.au for assistance and support.

What is Data Preservation?

Preserving data formats over time is crucial, as software becomes obsolete so rapidly. IMAS need to ensure there are ways & means to access your information, so the content is readable over time. One way of ensuring readability, is by having a preservation formats guideline available which advises what data formats are acceptable for us to receive.

Outdated formats are not acceptable, as the data may come across encrypted & will not be acceptable for long-term preservation. However if software applications are used & are specific to Research Projects, such as Vicon Nexus, there are ways & means to receive this data in an acceptable format prior to extraction & receipt of this documentation.

We can effectively help you in managing your Research Data & Preserving Data Formats for longevity over time by advising:

  • How long your records need to be kept for & ways to preserve your data long term
  • Ensure your data is secure & readable over time
  • Advise on guidelines on transfer of data
  • Give advice on acceptable / unacceptable File formats
  • Advise on relevant conversions for long-term preservation

Please refer to Research Projects & Data Management Plans on the Process Enhancements page, for more information on the management of Research Projects & Data Management Plans.

IMAS are always looking at ways to improve our services by working collaboratively with staff, alumni, researchers and the wider community. Read more about some of our more recent process enhancement projects. Anything you need help with? Please get in touch with us at imas@ecu.edu.au.

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