In effect most NZ legislation has implications for the keeping of records in the general course of business. Deputy Secretary, Governance Chair, Information Governance Committee Department of the Prime Minister and Cabinet . Assess information and records management in system acquisition, maintenance and decommissioning, and implement these practices where needed. Academic To ensure information and records are able to support all business functions and operations, organisations must establish a governance framework. organisations to manage their information assets in a holistic, integrated manner. (f) All University staff have a responsibility to create, maintain and store full and accurate records of activities, transactions, and decisions carried out during the course of daily activity, and to comply with the University's policy. Support our day-to-day operations 3. Any printed copy cannot be assumed to be the current version. Child Protection Policy. their destruction or transfer to archives.o    Document Management is the process of storing, locating, updating and sharing documents in a work-group environment.o    Electronic Document and Records Management System (EDRMS) is a type of content management system that combines document management and records management in an integrated system.o    Electronic Records are records that require the use of a computer for creation, access and use. There is also a requirement to retain records of any strikes and lockouts (s142)Health and Safety in Employment Act 1992 requires employers to maintain a register of accidents and serious harm. 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. February 2016. February 2020. 2 INFORMATION AND RECORDS MANAGEMENT POLICY DATE APPROVED: 29 MAY 2018 13. maintained to meet business, government and community purposes. New laws also mean it’s your responsibility to keep records in enough detail to comply with minimum employment entitlements. Include and list all assigned responsibilities in performance plans. Designs Regulations also apply.Patents Act 1953 contains recordkeeping requirements for all documents associated with the application for and certification of New Zealand patents. Policy on Records Management Status: Approved Date: 2011-09-21 File Reference: 4 • Efficiency and economy are ensured by eliminating unnecessary duplication of records. Assess portability and security of information and records in all outsourced and service contracts, instruments and arrangements. Ensure senior executives adopt an organisation-wide policy on information and records management. 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. each requirement, is available in the Implementation guide. are key strategic assets at the core of public sector business and government accountability. (ii) Maintaining communication and awareness with University staff on all matters relating to records management, and promoting compliance. The Archives New Zealand Information and Records Management Standard states that information and records. Key organisations. These records may be created, received or maintained in hard copy, electronically or a hybrid of the two. 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. ... 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. Records identified as having long-term … (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. management issued in 2015. Note the skills and capabilities in relevant role descriptions. 31/01/2017 . Identify and document which parts of the organisation and which systems hold information and records that are high risk, high value, or both. ARANZ is administered nationally by a Council of elected members. Clinical Records Management Policy. Information and records are key strategic assets at the core of public sector business and This policy, and the resultant records management programme of … Ownership of the policy rests with the Chief Information Officer who is responsible for reporting to NSW State Archives regarding compliance with l… By storing information, we are able to: 1. 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. The SIRO is supported by specialists within the Information Governance team with day to day responsibility for records management. (iv) Assisting with the development of University recordkeeping systems as appropriate. 114 KB. Clinical Imaging Policy. The standard supports the rights of Māori, under the Treaty of Waitangi/Te Tiriti o Waitangi to (iii) Accountability by ensuring that records which document important activity are safely retained for an appropriate length of time. Records Management Policy; New Zealand Universities General Disposal Authority; Request for Approval to Destroy Form; Information Security - Erasing Devices and Data Destruction; Contact for Further Information (d) The University of Otago will transfer from its possession and control any records that have been in existence for 25 years and that are no longer in current use to the possession of the Hocken Library and the control of the Chief Archivist. Such records are to be retained for at least seven years after the end of the income year to which they relate (s22 (2)). Reviewed This standard establishes how to manage information and records efficiently and systematically. 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. 3.2. 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. A list of all the contents in the Community Resource Kit divided into topics. Evaluate our operations and employee productivity over time 7. should be read in conjunction with instructions, directions, and any other standards or guidance New Zealand, AskOtagoPātai ki Otāgo records practices in complex business and government environments. Cardiac Heater - Cooler Management Policy. 3120 ratings They help organisations plan for and achieve valuable and relevant Ensure that systems specifications for business that is high risk, high value, or both, include information and records management requirements. 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. o    Records are all those documents which facilitate the activities carried out by the University and which are thereafter retained (for a set period) to provide evidence of its transactions and activities. 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 (ii) Effective management in ensuring awareness of and access to the University's records. 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. Download. The Information Asset Catalogue identifies which data and information needs to be protected and processes will be put … Authorisation. for agreeing the records management policy and considering and approving changes to it, along with reviewing quarterly reports on records management matters. Research 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. The standard Finance 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. If you're a Massey staff member and require a staff-specific policy or … (c) The Records Management Programme delivers the following key benefits to the organisation:(i) Cost savings and efficiency in terms of significantly reducing duplication of effort and the time staff spend looking for information. 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. Implement and review a migration strategy. makes up the corporate memory of an organisation. See also Public Finance Act 1989 for relevant sections.Goods and Services Tax Act 1985 includes requirements for the keeping of records to support the administration of the Goods and Services Tax system (s 75) and their retention for a period of at least seven years after the end of the taxable period to which they relate.Income Tax Act 1994 includes requirements to furnish records to support specific rebates or deductions, such as those for demonstrating the business use of motor vehicles (sDH2 - 3).Tax Administration Act 1994 requires taxpayers and employers to keep records in relation to business matters for tax purposes. 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. For further information please contact us through our ask an archivist service. Ensure that assessments or audits can test that access controls are implemented and maintained. Current, comprehensive appraisal is documented. Specify and detail in outsourced and service contracts, instruments and arrangements all aspects of information and records management. It also includes documentation requirements for hearings of the Copyright Tribunal. 224 KB. Make better decisions 2. It also ensures business operations meet Document the responsibility of the business owner. (c) Each Faculty, Department, School, Centre or Service Division is expected to:(i) Manage its records in accordance with University requirements. Policy Name: Records Management File Name: 2.4.5 Policy No: 2.4.5 Issue Date: Apr 2018 Review Date: Apr 2019 Manual Name: Organisational Section Name: Legal Page 1 of 1 Version No: 4 NOTE: The electronic version of this document is the most current. (v) Monitoring recordkeeping processes, procedures and systems as required. +64 3 479 7000 September 2019. Branches are established in Auckland, Canterbury, Central Districts, Otago/Southland, Waikato/Bay of Plenty, and Wellington. Protect with business continuity strategies and plans all business areas and systems which manage information and records that are high risk, high value, or both. Ensure that systems specifications include minimum requirements for metadata needed to support information and records identification, usability, accessibility, and context. Ensure the policy lists the senior executive team as responsible for managing information and records. 0800 80 80 98 Include in systems and processes details about responsibility for ensuring effective information and records management. 524 KB. Ensure information security and protection mechanisms are in place. This standard is issued by the Chief Archivist under section 27 of the Act. 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. Marketing & Communication Student Services, Type Crown entities & agencies; ... a daily check device that records the minimum and maximum temperatures reached ... Immunisation providers should refer to the Cold Chain Management Policy template which covers all the areas of cold chain management … 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. Learn from past mistakes 5. Keeping accurate records (external link) — Employment New Zealand (ii) Appropriate storage provisions are made in support of this. [1] These Data and Information Management Principles replace the 1997 Policy Framework for Government held Information. (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. Information and records management ensures the creation, usability, maintenance, and sustainability of 14. Include and list all assigned responsibilities in the policy on information and records management. Property Services ... Good recordkeeping is simply good management practice and is an essential part … In this policy: contractor means a person or organisation engaged by the University through a contract for goods or services corporate data means all data that is captured through the operation of the University, and includes, but is not restricted to: Ensure policies, business rules and procedures identify how the disposal of information and The Records Management policy also outlines the responsibilities of staff in support of these requirements. (e) Information Technology (IT/ICT) staff are responsible for maintaining the technology used to support systems that capture and retain records electronically. Records are considered to be any information, regardless of form and format, from documents and records management policy and processes, and the requirements of the Public Records Act 2005. Title: Adviser, Records and Information Management . 14. This includes a Lead Records Management Officer who government and community expectations. The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with … The General Disposal Authority for all New Zealand Universities is the University of Otago's written authority to legally dispose of its records. Information and records should therefore be: readily accessible, understandable and usable, valued as critical to business operations, part of an organisation’s approach to risk management. (b) OURDrive, the University’s EDRMS, shall be the University’s primary system for managing most public records (that is those that are not managed in a line-of-business system, and that are not low level administrative or housekeeping records). This policy has been authorised by the Director and is available to all staff. National Library of New Zealand Act 2003 provides for the deposit of published documents by Crown Entities and other State owned or funded enterprises. ... New Zealand Postal Address. This page lists Massey University's policies, procedures and guidelines. Document any disposal of information and records. Clinical Records Management Policy. used to design and embed information and records management into business processes and systems. 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 includes ensuring the records are accessible and appropriately secured. Ensure policies, business rules and procedures identify how access, use and appropriate sharing of information and records are managed. Records Management Policy. Identify, resolve and document any exceptions to normal business processes that affect information integrity, usability or accessibility. Function Date Name/Comments . records is managed. Include the Executive Sponsor’s responsibility in all strategy and policy on information and records management. September 2017. Document the process for managing information and records in diverse system environments. This is comprised of correspondence, minutes, agendas, departmental records, strategy, reporting, policy and any other (iii) Developing, publishing and making available to staff procedural documents on recordkeeping practices. Ensure reviews of all processes and systems happen regularly. 1 MB. A major focus of the standard is to support effective information and July 2017. It also includes specific requirements regarding the creation and accessibility of the Register of Designs. 524 KB. Assign responsibility for information and records management to appropriate staff, and record these responsibilities in all strategies and policies. September 2019. policy aims to ensure that these records are maintained for as long as they are required to support operational, legal, audit or cultural needs, until their disposal in accordance with an authorised General Disposal Authority (GDA). Lincoln University Policy Lincoln University's current Records Management Policy is currently being revised. This policy applies to all records owned by the University which fall under the coverage of the Public Records Act (PRA) 2005, regardless of format and media. Management of records includes the routine, regular and authorised disposal of records. Financial LegislationFinancial Reporting Act 1993 defines the standards to be used in preparing financial reports and obligations in respect of the preparation and audit of financial statements. 372 KB. This can include emails, databases, websites, audiovisual files, images and records migrated or transformed into digital formats.o    GDA refers to the New Zealand Universities General Disposal Authority. Document and maintain systems design and configuration. It allows the inspection of company records (s178-179 and s215-218). 2 INFORMATION AND RECORDS MANAGEMENT POLICY DATE APPROVED: 29 MAY 2018 13. 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. 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. 1.4 Definitions1 a Access: The availability of records / … record includes its metadata, which is also managed as a record. Prepared . The standard supports the systematic and efficient management of government information and records, outlining the obligations of … This document is the University of Otago's legal authority to retain, dispose of, or transfer its records.o    OURDrive is the University of Otago’s custom Electronic Document and Records Management System.o    Public Records are defined as records that are created or received by a public office in the conduct of its affairs. Te hoatu taurewa i ngā mauhanga kāwanatanga, He Whakaputanga o te Rangatiratanga o Nu Tireni, The Declaration of the Independence of New Zealand, Open Government Third National Action Plan, Proactive release of official information, Information and records management standard, This site is protected by reCAPTCHA and the Google. Policies Ensure testing is able to verify that systems can locate and produce information and records that are viewable and understandable. issued by the Chief Archivist under section 27 of the Public Records Act 2005 (PRA). This linking, along with an explanation of Identify and document where information and records are created and held, across all system environments and physical locations. Guidelines Records management in Microsoft 365 helps an organization manage their legal obligations, provides the ability to demonstrate compliance with regulations, and increases efficiency with regular disposition of items that are no longer required to be retained, no longer of … Advise Archives New Zealand of the organisation’s Executive Sponsor. This policy has been authorised by: Elizabeth Kelly . Organisations should ensure that Ensure disposal is in line with authorised disposal authorities. Preserve and defend our company’s legality 6. Accommodation Information and Advice. 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. Download. Administration & Management Include the Executive Sponsor’s responsibility in their performance plan. Ensure policies, business rules and procedures set out how to manage the disposal of information and records (including metadata). Lincoln University Records Management Policy Page 1 of 7 Lincoln University is an Open Access university. Records / … information and records Act 2005 ; records management of long-term value archival. Be a senior manager with organisation-wide influence and appropriate sharing of information and records are created and,. 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