Status and Details

This page contains information about the status, approval and implementation of this document, contact details for the relevant Unit Head and document author and, on the right, a brief summary of changes between this and the previous version.

Records Management Policy

Show Field Notes

Status	Current	Indicates if this version of the document is in effect (Current), yet to come into effect (Future), or expired (Historic).
Effective Date	13th December 2023	This is the date on which this version of the document came into effect.
Review Date	1st April 2025	The next review of this document is scheduled to commence on this date.
Approval Authority	University Council	The noted authority approved this is version of the document.
Approval Date	13th December 2023	This is the date on which this version of the document was approved by the authorised authority.
Expiry Date	Not Applicable	This is the date on which this version expires. It may still apply, conditionally, after this date.
Responsible Officer	Rebecca Lim General Counsel	The position responsible for monitoring the effectiveness of a policy document and its review.
Responsible Executive	Matthew Wright Chief Operating Officer and Vice-President Operations	The position with overarching responsibility for ensuring implementation of, and compliance with, the policy document.
Enquiries Contact	Information Compliance Unit	General enquiries should be directed to the officer/area listed.

Summary of Changes from Previous Version

This is the first document to be published in the University's new Policy Library. It is basically equivalent to the document that was approved and effect at the time the migration occurred, except for the numbering system and references, which have been updated to align with the new formatting and current requirements.

Version Control and Change History

Date Effective - Approved By - Amendment

1 - 26 September 2006 - Administrative Committee - Entire policy redrafted to improve structure and ensure that compliance controls were explicitly outlined.

2 - 6 May 2009 - Vice-Principal (Administration) - Migrated to UOW Policy Template as per Policy Directory Refresh.

3 - 18 February 2010 - Vice-Principal (Administration) - Policy reviewed and minor editorial corrections made. Policy Custodian changed. New Review Date identified.

4 - July 2012 - Administrative Committee - Complete redraft to provide clarity in UOW Records Management Program requirements.

5 - 4 November 2013 - Chief Administrative Officer - Updated to reflect title change from University Librarian to Director, Library Services.

6 - 15 September 2015 - Vice-Chancellor - Scheduled Review: updated nomenclature, minor clarifications.

7 - 18 August 2017 - Council - Consequential amendment as a result of the rescission of the University Archives Policy and its replacement by the Collection Development Policy.

8 - 10 August 2018 - University Council - Scheduled Major Review including updated definitions.

9 - 4 December 2018 - Chief Administrative Officer - Administrative Amendment to reflect change to new EDRMS.

10 - 12 May 2020 - Chief Operating Officer - Administrative Amendment to reflect new position titles as well as reference to Risk Management Policy and new EDRMS Storage Exemption Application form.

11 - 18 December 2020 - Chief Operating Officer - Administrative amendments to reflect divisional and faculty realignments.

12 - 31 March 2023 - Vice-Chancellor - Minor amendments to reflect legislative requirements under the State Records Act and GIPA Act; clarification of definitions and alignment of Policy with existing UOW policies.

24/05/2024: Position name changed from Deputy Vice-Chancellor (Strategy and Assurance) (DVCSA) to Deputy Vice-Chancellor and Vice-President (Strategy and Assurance) (DVCSA)