Records Management Unit

Preserving corporate knowledge

With workplace change taking place across UTAS, the University needs to ensure that its corporate knowledge is preserved so that it can continue to operate efficiently and effectively now and into the future. If you or one of your staff members is leaving the University or moving to a different business area, please ensure that the departing staff member completes the Cessation of Employment checklist and/or the Notification of Staff Movement form (if a TRIM user) before leaving.

With workplace change taking place across UTAS, the University needs to ensure that its corporate knowledge is preserved so that it can continue to operate efficiently and effectively now and into the future. This can be achieved by putting in place good recordkeeping practices and procedures to support the business, and by ensuring that staff know what these are and that they follow them.

Providing a robust recordkeeping framework can assist business areas in ensuring that their records are reliable, authentic, secure and accessible to staff, enabling them to make educated business decisions now and into the future. With workplace change this is even more crucial as staff members leave or relocate, many of who have been with the University for many years and possess valuable institutional knowledge that will be lost to the business area with their departure if the appropriate steps aren't taken.

To avoid this situation, it is vital to ensure that prior to staff leaving the business area or the University, their records are identified and incorporated into the business area's recordkeeping system (if they are not already). It is not sufficient to simply place documents into “Archive” boxes or electronic folders for someone else to sort out down the track, as much of the context associated with these records may be lost. It is also essential to ensure that records are not stored in locations that are either inaccessible or unknown to other staff members such as email accounts, personal drives, stairwells or buildings that are no longer utilised.

Business areas need to implement processes to ensure that their records are identified and managed in accordance with the value of the information they contain, including regulatory, legal and business requirements. If these processes are in place, this will dramatically reduce the risk and impact of the business area losing access to the departing staff member's knowledge. If you are a manager, the Records Management Unit has the tools and expertise to assist you in developing a recordkeeping program for your business area. These include the UTAS Business Classification Scheme, templates, information sheets, disposal schedules, and security and access protocols.

For more information please contact the Records Management Unit at RMU.Staff@utas.edu.au.

Published on: 07 Dec 2012