Human Resources this does not mean records that are available for public inspection, but rather records created in the course of a public office's normal business practice.) [email protected], Information and Records Management Standard, New Zealand Universities General Disposal Authority (DA337), Intellectual Property Rights of Graduate Research Students Policy, Policy on Access to, and use of, Personal Information, Access Framework for University of Otago Records, Authorisation of Access to Student Information Procedure, Minute Keeping Guidelines for Council, Senate and their Committees, Responsible Practice in Research - Code of Conduct. Note all responsibilities in the strategy and policy on information and records management. Ensure the policy lists the senior executive team as responsible for managing information and records. Document policies, business rules and procedures on what information and records are required to meet and support business needs. Information and Records Management (IRM) on [email protected] We place high value on our company’s records. Clinical Imaging Policy. 2 INFORMATION AND RECORDS MANAGEMENT POLICY DATE APPROVED: 29 MAY 2018 13. for agreeing the records management policy and considering and approving changes to it, along with reviewing quarterly reports on records management matters. It allows the inspection of company records (s178-179 and s215-218). Information and records management ensures the creation, usability, maintenance, and sustainability of Related: Records Management For those of you interested in the nuts and bolts of records management at NZ universities, the information below may be of interest. For further information please contact us through our ask an archivist service. To ensure information and records are able to support all business functions and operations, organisations must establish a governance framework. The standard supports the systematic and efficient management of government information and records, outlining the obligations of regulated organisations under the Public Records Act. Find your ideal job at SEEK with 1,367 records management jobs found in All New Zealand. records is managed. This standard is based on the State Records Authority of New South Wales’ Standard on records Patents Regulations also apply.Trade Marks Act 1953 covers recordkeeping requirements for all documents relating to the application for and certification of New Zealand registered trademarks. This is comprised of correspondence, minutes, agendas, departmental records, strategy, reporting, policy and any other Include the Executive Sponsor’s responsibility in their performance plan. It is mandatory for the The University of Otago will ensure that all staff comply with the University's approved recordkeeping framework and will provide training and guidance in support of this. Monitor how people in the organisation are applying strategies and policies. Under section 27 of the Public Records Act 2005 Archives New Zealand issued the Information and Records Management Standard. Implement and review a migration strategy. Other provisions include the registration of companies with the Registrar of Companies.Public Sector LegislationPublic Records Act 2005 provides for the selection of public records and archives for creation, maintenance and retention; directs that public records and archives may only be destroyed or disposed of with the authority of the Chief Archivist. 2.1 RECORDS MANAGEMENT POLICY Date Adopted Next Review Officer Responsible 1 June 2018 1 June 2019 Information Solutions Manager Policy Purpose: This policy establishes the framework within which the Archives of Rotorua Lakes Council will function. Maintenance: Due to ongoing maintenance in our Wellington repository, you may be unable to order some records through our online finding aid Archway. 224 KB. Evidence Act 1908, Evidence Amendment Act 1948 and Evidence Amendment Act 1980 and amendments govern the admissibility of documents and records in Courts. Ensure the policy reflects the legislative responsibilities of chief executives for example under the State Sector Act 1988 (section 32(1)), and the Local Government Act 2002 (section 42(2)). (N.B. +64 3 479 7000 Staff member refers to an individual employed by the University on a full or part-time basis. Managing information and records appropriately is important because it: enables the public to hold the government accountable, provides the foundation for sustainable and effective products and services, facilitates and enables creativity and growth, preserves public knowledge for discovery and reuse. each requirement, is available in the Implementation guide. Contract and Commercial Law Act 2017 (part 4) confirms the legal effect of information in electronic form and delivered by electronic means, and addresses how paper-based legal requirements may be met by using electronic technology that is functionally equivalent to those legal requirements. Identify and document which parts of the organisation and which systems hold information and records that are high risk, high value, or both. Ensure senior executives adopt an organisation-wide policy on information and records management. Key organisations. The standard supports the systematic and efficient management of government information and records, outlining the obligations of … The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with … (f) All University staff have a responsibility to create, maintain and store full and accurate records of activities, transactions, and decisions carried out during the course of daily activity, and to comply with the University's policy. June – August 2016 . Assess information and records management in system acquisition, maintenance and decommissioning, and implement these practices where needed. ARANZ is administered nationally by a Council of elected members. The Records Management policy establishes a framework for the implementation of the University's records management programme and ensures that full and accurate records of the University's activities are created, captured, maintained, made accessible, stored and legally disposed of in accordance with legislative requirements. Appraisal is  As defined in the Guidelines for Protection of Official Information (GCSB) [PDF 537 KB]  OECD Council’s Recommendation for Enhanced Access and More Effective Use of Public Sector Information, endorsed by OECD Ministers in June 2008. Reviewed This page lists Massey University's policies, procedures and guidelines. July 2018. The General Disposal Authority for all New Zealand Universities is the University of Otago's written authority to legally dispose of its records. through to data. The Information Asset Catalogue identifies which data and information needs to be protected and processes will be put â¦ Information and records should therefore be: readily accessible, understandable and usable, valued as critical to business operations, part of an organisation’s approach to risk management. Records management framework refers to the policy, processes, disposal authority, resources and training put in place to ensure consistent and compliant records management for the benefit of the University. Document the responsibility of the business owner. Records management in Microsoft 365 helps an organization manage their legal obligations, provides the ability to demonstrate compliance with regulations, and increases efficiency with regular disposition of items that are no longer required to be retained, no longer of … Lincoln University Records Management Policy Page 1 of 7 Lincoln University is an Open Access university. Information and Advice. Ensure assessments or audits confirm that access is in line with the organisation’s policies, business rules and procedures. It sets out the minimum level of compliance that organisations must meet. Keeping accurate records (external link) â Employment New Zealand 2 INFORMATION AND RECORDS MANAGEMENT POLICY DATE APPROVED: 29 MAY 2018 13. Records identified as having long-term … Christmas hours: Our reading rooms close at 12 noon Wednesday 23 December 2020 and reopen 9am 7 January 2021. Other recordkeeping provisions include the Inland Revenue Commissioner's powers to obtain information, the furnishing of tax returns, and the secrecy of information provided in relation to tax matters. Records are considered to be any information, regardless of form and format, from documents o Records are all those documents which facilitate the activities carried out by the University and which are thereafter retained (for a set period) to provide evidence of its transactions and activities. Policy for Records Management at Stellenbosch University Stellenbosch University Records Management Policy Reference number of this document POL-001-2016 HEMIS classification Purpose To maintain, protect, retain and dispose of records in … This framework will help an organisation to: develop strategies and policies to direct how information and records will be managed, assign responsibilities and allocate resources, establish provisions for information and records management in outsourcing and. Ensure the portability of information and records is addressed in outsourced or service arrangements. 1.3 Responsibility for the oversight of information and records management must be allocated to a designated role (the Executive Sponsor) This new requirement clarifies what was implicit in the previous standard. • A retention and disposal programme ensures that SAQA maintains only those records it … Patient Management Policy. Information and records are key strategic assets at the core of public sector business and (a) The Vice-Chancellor, as the person responsible for the performance of the University of Otago, has ultimate responsibility for ensuring that the University complies with the legislative requirements for recordkeeping. ... Good recordkeeping is simply good management practice and is an essential part â¦ (e) The University of Otago will store its records in conditions which will ensure that they are preserved for as long as they are required, and are protected so as to prevent damage, loss, theft, vandalism, misuse or inadvertent release through the use of appropriate packaging, shelving, equipment and a secure environment. We know exactly how much business impacts the environment. monitor information and records management activities, systems and processes. 524 KB. The Executive Sponsor oversees information and records management. The following types of records are not considered to be public records: (a) Teaching materials of staff used to deliver a lecture or other presentation; (b) Research materials generated by staff and students including, but not exclusively, raw data, analysed data, working notes and publications; (c) Material generated by subsidiary companies where the University holds or controls 50 percent or less of the company. Learn from past mistakes 5. usable, shareable and maintained. Clinical Records Management Policy. (v) Monitoring recordkeeping processes, procedures and systems as required. They help organisations plan for and achieve valuable and relevant The following legislation (accessible at www.legislation.govt.nz) is relevant to the Records Management Policy and to record keeping activities at the University of Otago. Specify and detail in outsourced and service contracts, instruments and arrangements all aspects of information and records management. 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