USP rolls out Records Management system to Regional Campuses
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Ms. Maxine Valentine, Records Officer at the awareness raising workshop on good records management practices at the Lautoka Campus.
The University of the South Pacific’s (USP) Records Management Office rolled out the University’s Electronic Document & Records Management system (EDRMS), HP Records Manager to USP Lautoka Campus on October 23, 2017.
This coincided with an awareness raising workshop on good records management practices and the use of the University’s EDRMS.
Ms. Maxine Valentine, Records Officer, reminded those present of the importance of records management for informed decision-making as it would assist the University to meet its legislative and audit requirements.
She stated, “The Records office has started the Regional Campus rollout. USP Labasa Campus and Savusavu Centre rollout was a success earlier this month and now we are here to roll out HPRM to our Lautoka Campus,”
“We have rolled it out to almost all departments at Laucala Campus with the exception of three sections namely ITS, Commercial Operations, and CFL,” she added.
She further mentioned that “Managing official records especially vital records are necessary for the resumption or continuation of University operations post emergency or disaster.”
Mr. Nicholas Manuel, Records Assistant, explained the advantages and importance of using HPRM, “When we create folders on HPRM, access controls are applied and the retention period is defined depending on the nature of the folder”.
“This ensures that, unlike when saving on a shared drive or on your desktop, when there will come a point in time when there is no more storage space available, the University retains records only for as long as they are needed. It is not in the interest of the University to retain records for longer than they are reasonably required,” he said.
Lautoka Campus staff were also reminded that the disposal of records is a controlled activity and therefore individuals and business units must not destroy records without prior approval.
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