University of Tasmania, Australia

Did you know?

• Anything that provides evidence of the University’s business activities is a record.
• It is against the law to destroy or delete University records without authorisation.
• You are responsible for all records you create or receive in the course of your work.
• You could be fined up to $5000 for breaching your recordkeeping responsibilities.

Are you confused about your recordkeeping responsibilities? Not sure which documents you need to keep and which you can get rid of? Want to know how long you need to keep records? Worried about being audited? Can’t figure out what to do with all those old boxes of records?

The Records Management Unit runs workshops covering these common dilemmas several times a year. The workshops are open to all UTAS staff and attendance is free. We run workshops approximately every three months, but we are happy to arrange a workshop specifically for your business area if there is enough interest.

Upcoming workshops

Campus	Workshop	Date	Time	Venue
Sandy Bay (Hobart)	Introduction to Recordkeeping	Tuesday, 3rd of July, 2012	10:00 am	Room 312, Social Sciences building
Sandy Bay (Hobart)	Records Disposal Procedures	Tuesday, 3rd of July, 2012	11:00 am	Room 312, Social Sciences building
Newnham (Launceston)	Introduction to Recordkeeping	Wednesday, 4th of July, 2012	10:00 am	Room 113, Sir Raymond Ferrall Centre
Newnham (Launceston)	Records Disposal Procedures	Wednesday, 4th of July, 2012	11:00 am	Room 113, Sir Raymond Ferrall Centre
Cradle Coast (Burnie)	Introduction to Recordkeeping	Thursday, 5th of July, 2012	10:00 am	Room D201, Main building
Cradle Coast (Burnie)	Records Disposal Procedures	Thursday, 5th of July, 2012	11:00 am	Room D201, Main building

If you are interested in signing up for a workshop or would like more information, please contact our Training and Disposal Officer at George.Phillips@utas.edu.au or on 6226 1894. You can also register for workshops via the online registration form.

Introduction to Recordkeeping

This workshop is intended to give staff an understanding of the basics of recordkeeping and what they are required to do as employees of the University. As all staff are responsible for the records they create or receive in the course of their work, this workshop would be useful for all UTAS employees, but it is especially applicable to knowledge workers who frequently create documents.

This one hour workshop covers:

• Understanding your responsibilities under the Archives Act
• What is a record and what isn’t?
• What needs to be kept and what doesn’t need to be kept?
• Where should you keep records?
• Where can you go for help?

If you can't make it to a workshop, would like to refresh your memory or would prefer to learn at your own pace, this content is also available through our Introduction to Recordkeeping online tutorial.

Records Disposal Procedures

This workshop focuses on the practical steps involved in appraising and disposing of University records, whether through destruction or transfer to the State Archives. It is primarily intended for administrative staff who are tasked with the responsibility of clearing out storage areas and boxes of inactive records, but would be useful for any staff member who would like to know how to determine how long they need to keep records and how to dispose of those that are no longer needed.

This one hour workshop covers:

• How long do you need to keep records?
• How do you use disposal schedules?
• How can you get rid of records you no longer need?
• What can you do with records that don’t fit into a disposal class?

Prior completion of the “Introduction to Recordkeeping” workshop is strongly recommended, but not required.

If you can't make it to a workshop, would like to refresh your memory or would prefer to learn at your own pace, some of this content is also available through our Disposal Schedules online tutorial. The remaining content will be covered in a future tutorial, but for now, see Information Sheet 3.

Feedback

Have you attended one of our recordkeeping workshops in the past? Please consider taking the time to submit your feedback via our online feedback form. We'd love to hear your thoughts and your feedback will help us to improve future workshops.