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Records & Archives

Records Management Office University Archives Resources Contacts
 

Records Management Office Operations

The Records Management Office provides a records service to central administration clients by:

  • creating, tracking and disposing of files
  • registering and filing some documents
  • storing records

New File Request form (pdf 30k) (Monash only)

What to File

All university business records should be maintained in official files for evidentiary and legal purposes. Documents are filed in chronological order according to the date of the document. Outgoing correspondence should be copied or printed on pink paper and filed. Working papers should NOT be placed on central files.

Retrieving Information

Clients can access records managed by the RMO by:
Phone: 9905 2038
Fax: 9905 3884, or
Email: rmo@adm.monash.edu.au

File Creation

In the RMO an annual single number system is used to number files. File numbers are created using an alpha abbreviation of the type of file (eg. CF for central file) followed by their year of creation, and then a sequential number (eg. CF2007/0001). This number can be abbreviated to CF07/1 when using the records management system to search for files by their file number.

Files are created:

  • on request from staff needing a new file
  • when correspondence is received on a new subject
  • when one file needs to be split into different subjects
  • when a numbers of files are required to be amalgamated into a single file.

Classification and Registration

Classification groups records according to subject matter. Central files are titled using terms from the LOCATE classification scheme. This is based on the university's business functions.

Classification:

  • ensures records on the same subject are filed together to provide a complete picture of events
  • ensures files are titled in a consistent manner
  • assists the retrieval of all records relating to any function
  • plays a role in the assigning of appropriate retention periods for records
  • helps to determine appropriate security protection for records
    (Adapted from Australian Standard for Records Management AS4390.4 1996)

Registration involves:

  • recording a description of the subject matter
  • recording the sender, recipient and date of correspondence
  • recording the number of the file that the correspondence is attached to
  • assigning a unique number

Access to Files

In the RMO, files are kept in a secure storage area. When required, files are marked out to staff who are responsible for those files until they return them to the RMO.

Resubmit System

Staff can return files to the RMO and request them to be resubmitted to them at later specified dates.

File Maintenance

Some records are required to be retained permanently. These procedures help to keep files and records in good condition:

  • attach documents to the file securely
  • ask for another part to be made when a file becomes too full
  • use plastic paper clips rather than bulldog clips which rust and damage paper
  • do not leave post-it notes or other sticky labels attached to documents

Disposal of RMO Records

The disposal of RMO records is handled annually to ensure that the records system does not contain records no longer required.

RMO files are sentenced when they are created based on their subject matter and on elements of their titles. At closure, the sentence determines that files are either:

  • stored for the number of years determined by the sentence and then destroyed, or
  • transferred to Monash University Archives for permanent retention.

The destruction process is documented and records of destructions are retained permanently.