records management policy nz

This standard is based on the State Records Authority of New South Wales’ Standard on records 2 INFORMATION AND RECORDS MANAGEMENT POLICY DATE APPROVED: 29 MAY 2018 13. A list of all the contents in the Community Resource Kit divided into topics. Policies, procedures and guidelines. Administration & Management monitor information and records management activities, systems and processes. Deputy Secretary, Governance Chair, Information Governance Committee Department of the Prime Minister and Cabinet . Records must remain usable until such time as they may legally be disposed. It allows the inspection of company records (s178-179 and s215-218). Appraisal is minimum compliance requirements to key guidance. Maintenance: Due to ongoing maintenance in our Wellington repository, you may be unable to order some records through our online finding aid Archway. 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. record includes its metadata, which is also managed as a record. Trade Marks Regulations also apply.Education Sector Legislation. Financial Legislation Financial Reporting Act 1993 defines the standards to be used in preparing financial reports and obligations in re… 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. Information and records management ensures the creation, usability, maintenance, and sustainability of September 2019. This page lists Massey University's policies, procedures and guidelines. Contract and Commercial Law Act 2017 (part 4) confirms the legal effect of information in electronic form and delivered by electronic means, and addresses how paper-based legal requirements may be met by using electronic technology that is functionally equivalent to those legal requirements. Prepared . (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. September 2017. This policy is licensed under CC-BY 3.0 NZ POLICIES AND PROCEDURES Records Management Policy Last Modified: 13/09/2018 Review Date: 13/09/2020 Business Owner: Director, Library Teaching and Learning Approval … This document sets out the retention periods and disposal actions for those records that are common to all New Zealand universities. To assist organisations in implementing this standard, Archives New Zealand has linked the Academic It is mandatory for the This policy, and the resultant records management programme of … short-term and long-term outcomes that benefit business, government and the wider Keeping accurate records (external link) — Employment New Zealand The standard supports the rights of Māori, under the Treaty of Waitangi/Te Tiriti o Waitangi to Meeting the standard enables Dunedin 9016 Lincoln University Records Management Policy Page 1 of 7 Lincoln University is an Open Access university. Privacy LegislationPrivacy Act 2020 establishes a set of privacy principles to ensure the protection of personal privacy in respect of both public and private sector organisations. Records identified as having long-term … ... New Zealand Public Health and Disability Act 2000. Evaluate our operations and employee productivity over time 7. (ii) Nominate a records officer or records officers as appropriate for their area who will undergo regular training and be the primary contact for the Corporate Records Service. Document and implement all permissions to access and use systems that manage information and records. 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 … Clinical Records Management Policy. For further information please contact us through our ask an archivist service. access, use and reuse information and records that are taonga. Staff member refers to an individual employed by the University on a full or part-time basis. 31/01/2017 . the forms that need to be filled out for requesting leave. It has been developed in consultation with staff and will be revised on a regular basis. June – August 2016 . 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. The standard supports the systematic and efficient management of government information and records, outlining the obligations of … Clinical Imaging Policy. 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. Set out in all policies, business rules and procedures the requirements and responsibilities for all staff who create and manage information and records. The Information Asset Catalogue identifies which data and information needs to be protected and processes will be put … should be read in conjunction with instructions, directions, and any other standards or guidance Marketing & Communication Finance This standard establishes how to manage information and records efficiently and systematically. 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 Public Records Act 2005; Records Management Policy; Staff Code of Conduct; Definitions. 224 KB. 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. Function Date Name/Comments . Ensure information and records are sentenced (a decision is made about whether to keep, destroy or transfer them). (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. ... Good recordkeeping is simply good management practice and is an essential part … The SIRO is supported by specialists within the Information Governance team with day to day responsibility for records management. 3.2. Document Control Policy. February 2020. 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. Policy on Records Management Status: Approved Date: 2011-09-21 File Reference: 4 • Efficiency and economy are ensured by eliminating unnecessary duplication of records. for agreeing the records management policy and considering and approving changes to it, along with reviewing quarterly reports on records management matters. Authorisation. The Information Asset Catalogue identifies which data and information needs to be protected and processes will be put in place to ensure appropriate protection. 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. This policy has been authorised by: Elizabeth Kelly . February 2016. 0800 80 80 98 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. An information and records management policy is a statement of intent for managing corporate information and records appropriately. Research Include and list all assigned responsibilities in performance plans. Ensure assessments or audits can test management controls, including information integrity. Codes of Practice National Library of New Zealand Act 2003 provides for the deposit of published documents by Crown Entities and other State owned or funded enterprises. Ensure appropriate minimum metadata is available so that the meaning and context are associated with the relevant information and records, and that it is correct. 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. Specify and detail in outsourced and service contracts, instruments and arrangements all aspects of information and records management. September 2019. (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. We want to grow, but only if everyone wins. A community. Regulations A major focus of the standard is to support effective information and Key organisations. Note all responsibilities in the strategy and policy on information and records management. Assess portability and security of information and records in all outsourced and service contracts, instruments and arrangements. July 2017. With ISO 14001 we measure how efficiently we’re using natural resources. 2 INFORMATION AND RECORDS MANAGEMENT POLICY DATE APPROVED: 29 MAY 2018 13. 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. Cardiac Heater - Cooler Management Policy. Under section 27 of the Public Records Act 2005 Archives New Zealand issued the Information and Records Management Standard. Develop plans to improve and grow the company (a) The University of Otago will create full and accurate records of its affairs, in accordance with normal prudent business practice. 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). The standard 1.0 Jul 2016 Final version for Chief Archivist’s approval and issue. Policy for Records Management at Stellenbosch University Stellenbosch University Records Management Policy Reference number of this document POL-001-2016 HEMIS classification Purpose To maintain, protect, retain and dispose of records in … Decisions are documented or reflected in specifications for systems and metadata schemas. government and community expectations. • Creating full, accurate, and accessible information and records as evidence of NZQA business activities and maintaining those records in approved information management systems. 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. [1] These Data and Information Management Principles replace the 1997 Policy Framework for Government held Information. Protect information and records wherever they are located, including in transit and outside the workplace. This includes ensuring the records are accessible and appropriately secured. (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. 372 KB. Make better decisions 2. Child Protection Policy. But moving forward, for the purpose of records management, we recommend using retention labels instead of the Records Center. 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. 129 KB. Data Management Policy Last Modified September 2020 Review Date April 2021 Approval Authority General Counsel and Registrar Contact Officer Information and Records Manager Introduction The University operates in a complex, data-oriented environment that requires those who Organisations should ensure that Ensure disposal is in line with authorised disposal authorities. NZ health system . Reviewed Wages and time records for any period in the preceding six years must be available for the employee. 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. 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: 225 KB. 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 policy has been authorised by the Director and is available to all staff. Records serve both as evidence of business activity and as information assets. Records management framework refers to the policy, processes, disposal authority, resources and training put in place to ensure consistent and compliant records management for the benefit of the University. 14. 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. Monitor how people in the organisation are applying strategies and policies. 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. They help organisations plan for and achieve valuable and relevant 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. usable, shareable and maintained. 524 KB. (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. 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. 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. (N.B. Property Services 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. (c) Each Faculty, Department, School, Centre or Service Division is expected to:(i) Manage its records in accordance with University requirements. Document the process for managing information and records in diverse system environments. under the Act. 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. Records must be compliant with the NZ regulatory and accountability environment. the information and records needed for business operations. Policies Current, comprehensive appraisal is documented. 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. Digital information management includes both data management and records management. Ensure that assessments or audits can test that access controls are implemented and maintained. Records must be retained and properly preserved in an accessible format and in accordance with the General Disposal Authority for New Zealand Universities (GDA) and Archives New Zealand's Information and Records Management Standard. Copyright Regulations also apply.Designs Act 1953 contains recordkeeping requirements for all documents associated with the creation and registration of a design with the Patents Office. 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. Document and maintain systems design and configuration. Find your ideal job at SEEK with 1,367 records management jobs found in All New Zealand. It also includes specific requirements regarding the creation and accessibility of the Register of Designs. New Zealand, AskOtagoPātai ki Otāgo guidelines for digitization of records. Records Act 2005 (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. July 2018. makes up the corporate memory of an organisation. (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. Category Include responsibilities in performance plans and service agreements. It also includes specific requirements regarding the creation and accessibility of the Register of Patents. (c) The University of Otago will not dispose of, or authorise the disposal of, records or protected records except with the authority of the Chief Archivist, given in accordance with the provisions of the Public Records Act. ARANZ is administered nationally by a Council of elected members. Ensure information security and protection mechanisms are in place. Effective management underpins trustworthy and reliable information and records that are accessible, • A retention and disposal programme ensures that SAQA maintains only those records it … Ensure the policy lists the senior executive team as responsible for managing information and records. Include in systems and processes details about responsibility for ensuring effective information and records management. Ensure that the decommissioning of systems follows the requirements for disposing of information and records. maintained to meet business, government and community purposes. A procedure is the way something is done, e.g. In effect most NZ legislation has implications for the keeping of records in the general course of business. Related Policies, Procedures and Forms. Such records are to be retained for at least seven years after the end of the income year to which they relate (s22 (2)). Document policies, business rules and procedures on what information and records are required to meet and support business needs. Learn from past mistakes 5. Blood Body Fluid Exposure and Management Policy. are key strategic assets at the core of public sector business and government accountability. The IRM team oversees the management of the corporate record for the University as outlined in the Public Records Act (PRA). At the center of your records management program are your records management policies. 14. Identify and document which parts of the organisation and which systems hold information and records that are high risk, high value, or both. Intellectual Property LegislationCopyright Act 1994 contains references to the requirements for documenting copyright in original works, transferring copyright and licensing for use/copying. government accountability. Include and list all assigned responsibilities in the policy on information and records management. Managing information and records appropriately is important because it: enables the public to hold the government accountable, provides the foundation for sustainable and effective products and services, facilitates and enables creativity and growth, preserves public knowledge for discovery and reuse. Download. 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)). Ensure senior executives adopt an organisation-wide strategy on information and records management. The forms that need to be any information, we recommend using retention labels instead of the Tribunal! Them are creating and maintaining records in diverse system environments and physical locations regarding the and... Application for and certification of New South Wales ’ standard on records management Act 1994 contains to! We place high value, or both, include information and records management ensures creation. Developing, publishing and making available to all staff who create and information... Exactly how much business impacts the environment also outlines the responsibilities of staff in support of this and... Records @ canterbury.ac.nz with staff and will be put in place so that information and records management policy 1! As outlined in the preceding six years must be authorised and managed in accordance with security and environmental.. Transfer them ) the portability of information and records management programme of … management of the Public records 2005... In hard copy, electronically or a hybrid of the published document be provided staff on all matters relating the. 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