USP has a devolved records system, in which records are held by the units which generate them. CRAU is responsible for embedding these separate systems into a corporate structure, and advising units on compliance with USP policies on record keeping.
In 2010, a Records Management Policy was approved by Senior Management Team (SMT), to create an overall framework for USP records. Under this policy, the Vice-Chancellor has executive responsibility for the University’s records management, and CRAU is responsible for the administration of the policy. It assigns accountabilities for record keeping at USP, including the requirement that staff create full and accurate records of their activities.
The principal tasks of CRAU are to:
Introduce an electronic records management system, over 2011-13. The software selected is HP TRIM. This software will manage a USP-wide records system, both paper and electronic. This requires business analysis of every section and region that creates records, in order to fit them into an overall plan.
Create a retention and disposal schedule; a list of what will be archived, stored or destroyed and when, under the VC’s authority. This will link with the corporate classification system, so that when a file is created it will already have a retention period set. R&D schedules will be developed in conjunction with the rollout of TRIM in each area.
Establish an archive for USP. This will form the permanent record of the University, its long-term memory of decisions and achievements. Paper records for permanent retention will be housed in environmentally controlled conditions; electronic records will be preserved by migration as IT standards change over time.