What is information management?
Information management is the collection and management of information from one or more sources and the distribution of that information to one or more audiences.
Management means the organization of and control over the structure, processing and delivery of information. Records management is an important subset of information management.
What is a record?
A record is “information, whether in its original form or otherwise, including (without limitation) a document, a signature, a seal, text, images, sound, speech, or data compiled, recorded, or stored, as the case may be,–
- In written form on any material; or
- On film, negative, tape, or other medium so as to be capable of being reproduced; or
- By means of any recording device or process, computer, or other electronic device or process.”
(Public Records Act, 2005)
What is records management?
Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.
Who is responsible for records management at Unitec?
Everyone is responsible for records management at Unitec. We all create and receive records of various forms during our working day and it is our responsibility to manage these records, ensuring they are captured, managed, retained (where necessary) and for no longer or no less than the required retention period for these records.
Find out more about your specific responsibilities by reading Unitec’s Records Management Policy.
What is a public record?
Any record you create or receive as a staff member of Unitec could potentially be a public record. The test to apply to any record you create or receive while carrying out work for Unitec is:
- Does the record document /facilitate:
– a function of the organisation?
– an action taken or decision made?
– the formulation of policy or decision-making process?
– a change to an organisation policy or procedure?
- Does it have financial or legal implications? (e.g. a contract, personnel file, a grievance case)
- Is it required for the operation or administration of normal business functions?
- Does it need to be approved by or reported to another individual or internal/external body?
- Does it set a precedent?
- Is it governed by legislation?
- Does it affect or protect the rights and entitlements of citizens?
What are the main requirements of the Public Records Act 2005 and does this Act apply to me?
As a tertiary institute Unitec is bound by the Public Records Act 2005 and under this Act is classified as a ‘public office.’
The three main requirements of the Act are:
- Create and maintain full and accurate records
- Ensure public records are not disposed of before their approved date of disposal
- Ensure you are easily able to locate records
These requirements apply to all Unitec staff AND any persons Unitec may be contracting to carry out work for Unitec.
How do I know how long to keep (retain) the records I create or receive at Unitec?
Refer to the Disposal of Records at Unitec Procedure.