C-1 Create and capture

Personnel who create information (Information Creators) that records the activities, functions and transactional business practices of UQ, must capture and store it appropriately. Examples of UQ information created and captured include:

  • contracts
  • financial approvals
  • business cases
  • legal documents and agreements
  • agendas and decisions made by committees
  • emails that document business decisions.

C-2 Store, classify and secure

Personnel must store and classify UQ information in an appropriate information system as identified in the Information Asset Register (maintained by ITS). UQ information must be stored and managed based on its security classification and in accordance with the Information Security Classification Procedure.

SENSITIVE and PROTECTED UQ information should not be stored using:

  • non-UQ accounts on external storage services (e.g. Dropbox, Google Drive)
  • USB drives, CDs or DVDs
  • unsecure physical storage (e.g. paper records left on desks)
  • local hard drives.

C-3 Manage and maintain

Personnel must manage and maintain information in line with external and internal policies and expectations.

C-4 Share and reuse

Personnel are encouraged to share and reuse information where appropriate and only to those who have received authorisation from the appropriate Information Custodian.

C-5 Retain and archive, dispose or destroy

UQ must comply with the Queensland State Archive’s authorised General Retention and Disposal Schedule (GDRS) and University Sector Retention and Disposal Schedule (QDAN 601) (the Schedules), which provide the retention and disposal requirements for University records.

The Schedules specify the types of records that must either be:

  • retained permanently; or
  • disposed of only after a minimum retention period.

Consumers and Creators should refer to the schedules and follow the required operational procedures for the compliant destruction or transfer of ownership of University information and records. Document retention and disposal guidance is also provided by UQ Records Management and Advisory Services.

An Information Custodian may decide to store information for longer than the period mentioned in the appropriate disposal schedule.