- A record is any information that is created, received and maintained as evidence and information by an organisation or person in pursuance of legal obligations or in the transaction of business. (Australian Standard ISO15489 - Records Management)
Why create records?There are many reasons why we create records including:
- To provide evidence of business actions and decisions
One of the main reasons we create records is to provide evidence of business actions and decisions. This is especially important in areas of frequent and regular staff movements and turnover. Records contribute to the corporate memory of the organisation.
- Financial and accounting purposes
Principal accounting records such as invoices, purchase orders, tender documents need to be kept in order that Griffith can account for how it spends the public funding it receives.
- To preserve significant objects
Assists us in retracing historical decisions and events that are significant to the culture of the University. It also assists in providing facts surrounding precedent-setting events.
- Legal obligations
Simply put, we keep records because we have to! Laws such as the Public Records Act 2002 and the Right to Information Act 2009 apply to records maintained by Griffith University. In addition, University rules such as the Griffith University Records Management Policy are based on the legislative requirements to which we must comply.
Guide to determining if it is a corporate record
- Does it form part of a University transaction?
- Does it add value or support to an existing document?
- Does it show how a transaction was processed?
- Does it show how a decision was made?
- Does it document a change to policy, procedure or methodology?
- Does it show when or where an event happened?
- Is it a formal draft of a submission, agreement or legal document?
- Is there a statutory requirement to keep the document?
- Is this document essential for the rapid re-establishment of business in the University?
- Does it fall within the functions and activities contained in the retention and disposal schedules?
Once identified as a record, the University's Business Classification Scheme is used to allocate a record type to the record which can then be used to determine how long the record needs to be kept.