Records management

The University is strengthening its records management practices to support improved operational efficiency, enhanced accountability and transparency, compliance with legal obligations, preservation of institutional memory and historical value, and informed decision-making through reliable information.

Implementation roadmap

A Records Management Framework Policy has been implemented, which establishes a structured approach for the effective capture and management of University records (both electronic and physical) from creation through to disposal or permanent retention. The Policy is supported by the following resources:

  • Retention and Disposal Schedule (RDS) – provides guidance on how long different types of records must be retained, when they should be disposed of, and how they should be handled, ensuring compliance with legal and business requirements while optimising storage.
  • Information Asset Register – a comprehensive inventory that identifies and catalogues all information assets, their value, and associated risks. It supports data governance and risk management and includes digital data, paper records, and software.
  • Business Classification Scheme (BCS) – a hierarchical system that categorises the University’s business information based on functions, activities, and transactions. It provides a logical structure for organising, retrieving, and managing records.

The following resources are currently in the planning and scoping stage as part of the Records Management Framework:

  • Implementation and delivery of a records management system.

Interim measures

While the full framework is being finalised, interim records management documentation and processes have been introduced to support staff and maintain continuity. These resources are intended to bridge the gap and align with the framework.

For access to the interim materials, please refer to the documents listed below.

Process

Forms

To support the interim records management process, the following forms have been developed and are available for use:

Online records module

To support staff, an online module on records management is provided via Blackboard.

Information and training sessions

Information and training sessions will continue to be conducted to support staff in understanding and applying effective recordkeeping practices. 2026 sessions will be delivered via Teams once a month, alternating between Tuesdays and Thursdays from January to December 2026. Each session will run for 1.5 hours.

Please contact the Records and Information Manager to secure your spot.

Contact us

For any questions regarding current records management activities or to submit a request, please contact:

Jacob Koshy
Records & Information Manager
Email: jacob.koshy@nd.edu.au