Recordkeeping & Business Systems


Better managed records mean better business outcomes.

All staff and contractors or the University have an obligation to make and keep full and accurate records of their activities. A record is any document made or received as part of your work that provides evidence of action. The University owns these records and together they form a vital organisational asset.

All records of the University must be captured to an appropriate, compliant business system. These systems may be transactional enterprise-level ones such as NewSouth Financials, PiMS, SiMS, and the University’s corporate recordkeeping system, RAMS, or they may be other business systems that have been identified and assessed as compliant. More information on this here under Recordkeeping at UNSW.

Compliant business systems have controls in place to ensure the requirements of a record, such as their evidentiary fixed nature, retrievability, security controls, and disposal management, are met.

Personal Network Drives (H:\ Drives), Microsoft One Drive (or other hosting services such as Dropbox), or Network Shared Drives do not meet these basic requirements and are not suitable for the capture and storage of University records.

The University maintains an enterprise recordkeeping system, RAMS, that is available to all UNSW staff to allow for the capture and management of University records not already captured to a compliant business system. For more about UNSW's systems of record please click here.

You can contact Records and Archives, or refer to this page for more information on how to access RAMS and manage your records.

All staff should be aware of the Recordkeeping Policy and the Recordkeeping Standard.