Staff Records & Information Management

An information management culture

Records and Information Management (RIM) encompasses the practices and behaviours that ensures managerial oversight is in place to properly manage and maintain our information assets.  UNE staff information management goals are to ensure information is discoverable, organised in a way that realises their value, is protected from unauthorised deletion or alteration, and maintains evidentiary value.

The Records Management team provides advice and support to help everyone to use our information assets effectively and securely.

UNE Records & Information Management Toolbox  (UNE staff login required)

As a UNE staff member:

  • You must make and keep records of your activities
  • Ensure anything that provides evidence of the University's business activities is managed as a record
  • Use the approved information, records and data management systems
  • It is against the law to destroy or delete University records, information or data without authorisation
  • Collect, manage and use records, information and data to drive informed decision-making

Your four steps to successful RIM at UNE are;

  1. Complete the training
  2. Apply best practice and make yourself familiar with the UNE policy.
  3. Use only the approved business systems to capture and manage records,
  4. Ask for help if needed

The UNE Records & Information Management Toolbox is your source of information and support to help you meet your RIM responsibilities.

Access to records, information and data is based on your role at the University.

If you need to access information that is outside of the standard role based permission, you can only be granted access to information provided:

  • there is a legitimate need to access the information,
  • approval has been sought from the Business owner of the information

Request Access to digital and physical records in the UNE Records & Information Management Toolbox (UNE Staff login required)

Digital records

Digital records are held in the approved systems and accessible to approved users. If you are not a user of the system, you can still request access to information.

Physical records

UNE's physical records are held at an offsite storage provider with access managed by the UNE Records Management team.

Approved systems of record

At UNE our approved systems of record meet the requirements for critical requirements concerning content, security and integrity are:

  • Technology One
  • Callista
  • Ascender
  • Pure
  • Graduate Research Platform
  • InSPIRE

Visit ServiceNow to request or change to your access to a system (UNE Staff login required).

Record  Management System

TRIM (Content Manager) is the university's official Records and Electronic Document Management System. Requests for access to TRIM and support on how to use this system are made via the UNE Records & Information Management Toolbox (UNE Staff login required).

The Records Team, part of the Governance Directorate, provides the framework, expertise, support and tools to enable UNE staff to manage University records and information assets. The team are responsible for the effective operation of the decentralised approach to the University's official records responsibilities under the State Records Act 1998.

Information management advisory services provided to individuals, committees, faculties, schools and business units include:

  • Evaluating University records for retention and disposal
  • Developing, monitoring and implementing recordkeeping systems and processes
  • Implementation of best practice
  • Advice on policy implementation and local operating procedures

Can't find what you are looking? Need tailored advice on record keeping?  To request a consultation, raise a request in the  UNE Records & Information Management Toolbox (UNE Staff login required).

Training  and self education is available for UNE Staff is accessible from the UNE Records & Information Management Toolbox (UNE staff login required).