A major focus of the standard is to support effective information and 1.4 Definitions1 a Access: The availability of records / … access, use and reuse information and records that are taonga. Trade Marks Regulations also apply.Education Sector Legislation. (a) The University shall employ a variety of appropriate recordkeeping systems to meet legislative requirements and the responsibilities detailed in clauses 3 and 4 of this Policy below. Human Resources The General Disposal Authority for all New Zealand Universities is the University of Otago's written authority to legally dispose of its records. 114 KB. Migrate information, records and metadata from one system to another using a managed process that results in records that people can access easily and that have trustworthy information. Function Date Name/Comments . Taking a planned approach to information and records management means: ensuring that all service and systems arrangements consider the creation and management of information and records needed to support business. Guide 3 Records management policy This guidance has been produced in support of the good practice recommendations in the Code of Practice on Records Management issued by the Lord Chancellor under section 46 of the Freedom of Information Act 2000. Transfer information and records of archival value to Archives New Zealand, or to an approved repository, or to a local authority archive (when authorised). Current, comprehensive appraisal is documented. (b) Academic and Service Division Directors, Deans and Departmental Heads are responsible for supporting and monitoring their staff in terms of compliance and ensuring where appropriate that:(i) Resources (time and people) are provided in support of this. Download. This standard establishes how to manage information and records efficiently and systematically. 31/01/2017 . (ii) Effective management in ensuring awareness of and access to the University's records. It also includes documentation requirements for hearings of the Copyright Tribunal. It is mandatory for the The Act is of prime importance and should be clearly understood by all information management professionals.Employment LegislationEmployment Contracts Act 1991 contains recordkeeping requirements for redundancy of employment records (s47). Ensure assessments or audits can test management controls, including information integrity. maintained to meet business, government and community purposes. Meeting the standard enables 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)). Implement and review a migration strategy. For further information please contact us through our ask an archivist service. Procedures Under section 27 of the Public Records Act 2005 Archives New Zealand issued the Information and Records Management Standard. 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. Records must be compliant with the NZ regulatory and accountability environment. Category Document Control Policy. Any printed copy cannot be assumed to be the current version. under the Act. Set out in all policies, business rules and procedures the requirements and responsibilities for all staff who create and manage information and records. 224 KB. The IRM team oversees the management of the corporate record for the University as outlined in the Public Records Act (PRA). (iii) Accountability by ensuring that records which document important activity are safely retained for an appropriate length of time. (ii) Maintaining communication and awareness with University staff on all matters relating to records management, and promoting compliance. Effective management underpins trustworthy and reliable information and records that are accessible, Preserve and defend our company’s legality 6. (iii) Developing, publishing and making available to staff procedural documents on recordkeeping practices. the forms that need to be filled out for requesting leave. Marketing & Communication university@otago.ac.nz, 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. It also includes specific requirements regarding the creation and accessibility of the Register of Designs. Records identified as having long-term … Student Services, Type These records may be created, received or maintained in hard copy, electronically or a hybrid of the two. 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. (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. Document the responsibility of the business owner. Records must remain usable until such time as they may legally be disposed. Property Services Blood Body Fluid Exposure and Management Policy. They help organisations plan for and achieve valuable and relevant June 2018. This standard is based on the State Records Authority of New South Wales’ Standard on records 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. Provides for the deposit of public archives with the Archives of New Zealand and describes conditions for the management of material so deposited; and sets out the powers of the Chief Archivist in respect of current public records.Official Information Act 1982 provides for access to official information, except where specific reasons for withholding it exist, such as national security or the protection of personal privacy.Ombudsmen Act 1975 contains requirements for documenting complaints and the supply of written evidence to support complaints; specifies access restrictions on a complaint or supplied evidence, and on publication of any summary report resulting from a complaint; and allows the Ombudsman to review complaints, records and decision-making processes and procedures.Public Finance Act 1989 covers the reporting requirements of the Crown, Government Departments and Crown Entities, including requirements for Audit Office issuing of Audit Opinions. Administration & Management Note: In SharePoint Online, we've introduced the Microsoft 365 Records Management solution in Compliance Centerwhich lets you use retention labels to declare content as records, which effectively replaces the need to use the Records Center or in-place records management features.If you're using the Records Center, you can continue to use it alongside retention labels. government accountability. (iv) Staff who report to them are creating and maintaining records in a manner consistent with relevant standards, policies and procedures. 524 KB. Prepared . 129 KB. ARANZ is an incorporated society, established in 1976, with the aim of promoting the understanding and importance of records and archives in New Zealand. Ensure that systems specifications include minimum requirements for metadata needed to support information and records identification, usability, accessibility, and context. Reviewed Information and records management ensures the creation, usability, maintenance, and sustainability of September 2019. Ensure that systems specifications for business that is high risk, high value, or both, include information and records management requirements. Policy on Records Management Status: Approved Date: 2011-09-21 File Reference: 4 • Efficiency and economy are ensured by eliminating unnecessary duplication of records. Ensure that assessments or audits can test that access controls are implemented and maintained. Clinical Records Management Policy. [1] These Data and Information Management Principles replace the 1997 Policy Framework for Government held Information. It shows that the organisation is committed to a successful information and records management programme – one that complies and is reliable, systematic and well managed. It also includes specific requirements regarding the creation and accessibility of the Register of Trademarks. Commercial LegislationCompanies Act 1993 includes provisions requiring the maintenance of a share register (s87-94), company records (s189-191), accounting records (s194), and audit and reporting obligations. (iii) Records management expectations are included in job descriptions and performance reviews. 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. (iv) Preserving the institution's corporate memory by enabling records of enduring cultural and historical value to be identified, captured, and transferred to the possession of an approved repository at the end of their life cycle. Ensure the policy lists the senior executive team as responsible for managing information and records. Assign responsibility for information and records management to appropriate staff, and record these responsibilities in all strategies and policies. (d) The Head of Corporate Records Services is responsible for:(i) Providing advice, guidance and training on recordkeeping practices, policies, procedures and systems. Branches are established in Auckland, Canterbury, Central Districts, Otago/Southland, Waikato/Bay of Plenty, and Wellington. Clinical Records Management Policy. Ensure the portability of information and records is addressed in outsourced or service arrangements. This is comprised of correspondence, minutes, agendas, departmental records, strategy, reporting, policy and any other Ensure assessments or audits confirm that access is in line with the organisation’s policies, business rules and procedures. Records serve both as evidence of business activity and as information assets. Christmas hours: Our reading rooms close at 12 noon Wednesday 23 December 2020 and reopen 9am 7 January 2021. July 2017. Records Management Policy. Make better decisions 2. The standard supports the rights of Māori, under the Treaty of Waitangi/Te Tiriti o Waitangi to Ensure policies, business rules and procedures identify how access, use and appropriate sharing of information and records are managed. Designs Regulations also apply.Patents Act 1953 contains recordkeeping requirements for all documents associated with the application for and certification of New Zealand patents. With ISO 14001 we measure how efficiently we’re using natural resources. Ensure information security and protection mechanisms are in place. Guidelines ... as they are required to support the NMIT’s functions and accountabilities until their disposal in accordance with the NZ Government’s authorised retention and disposal schedule. February 2020. through to data. Policies (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. It sets out the minimum level of compliance that organisations must meet. A procedure is the way something is done, e.g. 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. community. Maintenance: Due to ongoing maintenance in our Wellington repository, you may be unable to order some records through our online finding aid Archway. This linking, along with an explanation of Records Management Policy. Staff member refers to an individual employed by the University on a full or part-time basis. should be read in conjunction with instructions, directions, and any other standards or guidance Title: Adviser, Records and Information Management . 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. (v) Monitoring recordkeeping processes, procedures and systems as required. By appraising business activities, organisations define their key information requirements. Note: In SharePoint Online, we've introduced using retention labels to declare content as records, which effectively replaces the need to use the Records Center.If you're using the Records Center, you can continue to use it alongside retention labels. This page lists Massey University's policies, procedures and guidelines. By storing information, we are able to: 1. The standard supports the systematic and efficient management of government information and records, outlining the obligations of regulated organisations under the Public Records Act. Include the Executive Sponsor’s responsibility in their performance plan. If you have any queries regarding the content of this policy or need further clarification, please contact the Head,Corporate Records Services on tracey.sim@otago.ac.nz. A policy is a set of rules or principles to be followed in a particular area, eg a leave policy might explain your expectations for staff requesting leave, like applying at least a week in advance. This shall include records of any matters contracted out to independent parties, from whom the University will require any relevant documentation so as to ensure proper record keeping. Statutes, 362 Leith Street (ii) Appropriate storage provisions are made in support of this. Note the skills and capabilities in relevant role descriptions. ... New Zealand Postal Address. New laws also mean it’s your responsibility to keep records in enough detail to comply with minimum employment entitlements. Note the skills, capabilities and responsibilities in the relevant role descriptions and performance plans. Disposal of records must be authorised and managed in accordance with security and environmental requirements. The Information and Records Management Policy establishes the principles of information and records management for Ara and the associated policy implementation guide CPP114a outlines ... records and to sign Archives New Zealand documentation. Identify, resolve and document any exceptions to normal business processes that affect information integrity, usability or accessibility. Lincoln University Policy Lincoln University's current Records Management Policy is currently being revised. information and records about Māori are accessible. (c) Each Faculty, Department, School, Centre or Service Division is expected to:(i) Manage its records in accordance with University requirements. They must be a senior manager with organisation-wide influence and appropriate strategic and managerial skills. Ensure that the decommissioning of systems follows the requirements for disposing of information and 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. All of these need to be considered together to develop good information management practices. In effect most NZ legislation has implications for the keeping of records in the general course of business. for agreeing the records management policy and considering and approving changes to it, along with reviewing quarterly reports on records management matters. Include responsibilities in performance plans and service agreements. There are standards and principles governing data and public records in the digital space, as well as requirements for protecting people’s privacy and managing security online. 3.2. Keeping accurate records (external link) — Employment New Zealand Health & Safety This policy has been authorised by the Director and is available to all staff. These policies define what information your organization must keep as a record, the procedures for managing those records, their retention periods, and procedures for ensuring their secure destruction. 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. Management of records includes the routine, regular and authorised disposal of records. (b) The University of Otago will maintain, in an accessible form, so as to be able to be used for subsequent reference, all records that are in its control, until their disposal is authorised by or under the Public Records Act or required by or under another Act. Evidence Act 1908, Evidence Amendment Act 1948 and Evidence Amendment Act 1980 and amendments govern the admissibility of documents and records in Courts. July 2018. To ensure information and records are able to support all business functions and operations, organisations must establish a governance framework. 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. (b) The Records Management Programme is the management framework, which includes the people, and the recordkeeping and/or information systems required to manage and maintain full, authentic, accurate and accessible records over time. New Zealand standards: Records Management Standard for the New Zealand Public Sector (2014), S5: Digital Recordkeeping Standard (2010), AS/NZS ISO 13028: 2012, Information and documentation – Implementation Assess information and records management in system acquisition, maintenance and decommissioning, and implement these practices where needed. Identify and document where information and records are created and held, across all system environments and physical locations. 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. Lincoln University Records Management Policy Page 1 of 7 Lincoln University is an Open Access university. ARANZ is administered nationally by a Council of elected members. short-term and long-term outcomes that benefit business, government and the wider 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. usable, shareable and maintained. Education Act 1989 and amendments covers recordkeeping requirements for all documents relating to the creation of annual reports, minutes and other statutory council and board records.Health-related LegislationHealth Act 1956 and amendments addresses the legal implications and requirements for the use and transfer of patient records.Health (Retention of Health Information) Regulations 1996 addresses outlines the legal requirements for the retention of patient records by PHOs, private hospitals and doctors in private practice.Health Information Privacy Code 1994 outlines the requirements for storage of patient records and also provides for the non-release of information to patients in certain circumstances.Code of Health and Disability Services Consumers’ Rights addresses the requirements for recordkeeping relating to the rights of patients cared for under the provisions of the Health and Disability acts.General Disposal Authority for District Health Boards provides best practice for the retention and disposal of patient records.Other LegislationAnimal Welfare (Records and Statistics) Regulations 1999 addresses the requirements for readily accessible records to be kept by code holders. 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