What is a Record? -  USP Records Management

What is a Record?

And, why manage them?

In a broad sense a record is something that shows that an event occurred.  It is created by, or at the time of the event, and is closely associated enough to be evidence that it happened. In an organisation, records are created as employees conduct work in their designated roles:

USP records are evidence of the activities of its staff.  As data is entered, emails are sent and responded to, reports and policies are written, correspondence is posted, courses are designed and assignments marked, records show the results of these tasks.

Official records

While all records generated by USP activity are covered by the Records Management Policynot all belong in the formal record keeping system. Those that do can be termed ‘official records’:

An official record is the University's original or primary record of business activities, as opposed to a duplicate copy or draft/working copies. Official records should be captured in the formal electronic records management system, Records Manager. Official records

NOTE: Official records are not only those that are to be permanently kept.   

Most records are of temporary value, and making sure that they are stored only while they have value is an important element of good records management practices. Records Manager is intended to contain and manage all levels of official USP records. 

For efficiency and accountability, USP staff and management must know what has been done or decided, when and by whom.  Official records are those that may need to be consulted for some period, for the business purposes of your unit.  Those that fall below this line (conversational emails, rough drafts and minor administrative exchanges) will be authorised for destruction as ephemeral records, when no longer required.

Records Management practices and objectives

Records management aims to ensure that:

These objectives promote the efficiency of the University in making information available when needed;  in managing risk of inappropriate access; and optimising use of university property by not storing redundant records.

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