University records must be captured to a system of record.
UNSW Systems of Record have been evaluated for their suitability for the capture and management of University records.
They include transactional systems such as PiMS, SiMS, NewSouth Financials and the University’s record keeping system, RAMS.
They do not include your email account, network drives, or cloud-based storage providers (e.g.; OneDrive, Teams, or Dropbox)
Email and network drives provide a convenient, quick solution to storing draft documents, to communicating and collaborating with colleagues, to managing workflow but they are not suitable for the storage of the records of the University for a number of reasons including:
- Not available across the University (no value as corporate assets)
- Not protected from deletion of alteration (no value as evidence)
- Not organised in a controlled manner (no lifecycle management as records)
If you are storing copies of records in these systems, you must capture an original record to RAMS or an alternative system of record. It is a requirement of all employees of the University that records of your activities are made and kept.
The following list details the current systems of record at UNSW. If you think your system should appear here, or if you are unsure if the system you are using meets the requirements for capturing and managing records, please contact Records & Archives who can assist.
UNSW Systems of Record
Business System - Records
PiMS - Human Resources
SiMS - Student Administration
CMS - Student-staff interactions
RAMS - All University activities
InfoEd - Research Administration
Syllabus Plus - Academic Timetabling
Uncertified Business Systems
Business System - Reason
Microsoft Outlook (Your UNSW Email Account) - Accessible only by you, not available to other staff or the University community as needed. Not available when staff member leaves UNSW.
Network Drives (Your H: Drive, J: Drive etc.) - Limited accessibility, highly limited retrievability, no control to prevent alteration or deletion, or to manage information over lifecycle.
OneDrive and Teams - Similar to network drive with more restricted accessibility, retrievability and longevity.
Not available when staff member leaves UNSW.
SharePoint - Uncontrolled information over lifecycle.
All other business systems not documented here - Unknown (please contact us to discuss the system you are using)
Requirements for a System of Record
A UNSW system of record must:
- Be a system that is managing UNSW records
- Be capable of meeting any specific legislative requirements for these records (over and above those of the NSW State Records Act as addressed here)
- Be able to capture (and return) fixed, complete, authentic, reliable, useable records
- Be able to capture (and show) core metadata (description, structure, context, related, events, retrieval information) now (and beyond the life of the record itself.)
- Be able to restrict access to records (and metadata) (or groups of records) to meet accountability, legislative and business requirements
- Be able to prevent deletion of records and metadata unless as part of authorised disposal activity
- Be able to capture an audit log of system activity
- Be able to support migration and/or controlled disposal of records depending on the period of time for which records must be retained.
- Be authorised as a UNSW system of record and appear in the registered list of systems here
- Have an appointed UNSW System owner and business owner who share responsibility for the University records captured to the system.
- Have its status as a UNSW system of record reviewed annually.
High value and high risk records
The University is required, by the NSW Standard on records management, to identify and document its high risk and high value records and information, and the systems that manage them.
High value and high risk records are one, or more of the following:
- Records the University is required to retain for more than 30 years.
- Records of the University’s core activities (research, teaching)
- Records of the University’s key corporate functions
- Records containing personal information
- Records containing personal health information
- Records of agreements and contracts >$150K (inc. GST)
- Records of significant organisational change
It is imperative that records and information is always considered during system acquisition, system maintenance and decommissioning, and mandatory wherever these high risk high value records are being captured.