The university will create and maintain full and accurate records of its governance, academic, administrative, community and commercial activities.
The university will comply with relevant legislation that applies to records, especially legislation governing retention or destruction of records. University records must only be destroyed in accordance with disposal policies, procedures and guidelines issued or approved by the University Archivist.
Records and archives will be made available within the constraints of security, confidentiality, privacy and archival access conditions.
Records will be maintained (stored and preserved) in conditions suitable to the length of time they need to be kept and made available for use. This applies regardless for format of the records or the media they are stored on.
Records to be retained permanently will be transferred to the University Archives for long term preservation and access.
The university’s systems for recordkeeping (technology and work practices) will cover the essential recordkeeping functions:
§ Capture records
§ Classify and control records
§ Store records over time
§ Protect the integrity and authenticity of records
§ Ensure appropriate security
§ Enable access and use of records
Responsibility for records and information management will be assigned. The university expects that staff will take individual responsibility for the efficient and effective management of records related to their work, including records in electronic format. Appropriate training and skills development opportunities will be made available for staff.
The university will implement best practice standards for recordkeeping that are “fit for purpose” in the Monash context.