Are you keeping records correctly?

31 August 2022

UQ recommends particular storage platforms for research, teaching and enterprise purposes. The Keeping Records at UQ Procedure provides guidance on UQ systems that contain records. These platforms offer appropriate levels of security for the information type, assisting in proper storage, sharing, and deletion (when they are legally allowed to be destroyed).

You are responsible for the management and correct disposal of information you create or store in your personal working spaces (e.g., OneDrive). If your team’s data is on a shared or cloud storage platform (e.g., SharePoint) you need to determine who is responsible for the data  (section 3.3).

Learn where you should store records, and the benefits of using these different platforms.

What are records?

A record is any information created or received by an organisation in the process of their business activities. At UQ, there is a special focus on the accurate treatment of records defined as ‘high risk’ and ‘high value’. These records need to be stored appropriately, according to how long they need to be kept for legal or community requirements, community expectations, or historical purposes. Examples of these records can include contracts, registration forms, reports, general ledgers, advice given, and expenditure approvals.

Where should records be stored?

Records need to be stored in a centralised, secure, and sustainable system. For OFFICIAL – PUBLIC, OFFICIAL – INTERNAL, and SENSITIVE data, this can be UQ OneDrive; while information of all classifications can be saved to TRIM (also known as HPE Content Manager). TRIM supports and integrates with systems used by many divisions of the University to automatically capture information and is increasingly being used to capture UQ’s corporate knowledge. This allows and enables efficient access and management of information within and across the University.

Additionally, some organisational units have content management systems that are specifically approved for their requirements (e.g., PracticeEvolve for legal records).

Where should records not be stored?

Management of records needs to be done in accordance with the relevant section of the aforementioned Keeping Records at UQ Procedure.

Disposal of records, including the transfer of ownership of records, should be done in accordance with the Destruction of Records Procedure.

The decision on which platform is used to store records should be made on a case-by-case basis. Records should not be stored on local storage methods (e.g., USB drives, personal hard or cloud drives, Outlook in/out boxes).