Records Management Network Legal Risk Records Services 1

Agenda Welcome Kathryn Dan, Associate Director, Information Governance & Engagement, Legal & Risk Service

Service. Now Request data sub-categories 7

Thank you Identifier first line • Second line

Uo. M Commercial and Research, Innovation and Commercialisation – Improved Record Keeping Project 11

The Building Blocks – Thanks BIP Uo. M Commercial Ltd § § § Teaching

The Work Begins Huge issues in bringing two very different groups together to form

The Discoveries Uo. MC engaged FYB to do business analysis work. Their findings: •

The Plan RIC using one data set • Upgrade of Uo. MC dataset to

The Pain Points 1. Migration § 6. 5 K documents unclassified 2. Resourcing –

The Wins 1. Uo. MC has benefitted by being part of the Uo. M

Thanks 1. The Records Services Team 2. Maira Acevedo – RIC business systems team

Thank you Next Meeting Wednesday, 8 August, 10: 00 – 11: 30 am Dulcie

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Records Management Network Legal & Risk Records Services 1

Agenda Welcome Kathryn Dan, Associate Director, Information Governance & Engagement, Legal & Risk Service Update Lucy Davies, Manager, Records Services, Legal & Risk Uo. M Commercial and Research, Innovation and Commercialisation – Improved Record Keeping Project Greg Carter, General Manager Risk and Corporate Services, Research, Innovation & Commercialisation Networking/Morning Tea Records Online Project: Introduction and Demonstration Narelle Moorhouse, Organisational Change & Communications Manager, Records Online Project Thank You and Notice for the Next Meeting Kathryn Dan, Associate Director, Information Governance & Engagement, Legal & Risk 2

Records Services Update

Update • First Records Services newsletter issued this week • Working with RIC/UOMC on their Improved Recordkeeping Project and deployment of CM • Content Manager training manual being converted to Knowledge Base Articles (KBAs) in Service. Now – Link to CM End User KBAs – How to’s, Known Issues and Reference articles – Expand on other CM features • Engaging stakeholders on Business Systems Assessment Tool prior to piloting on selected University systems • Smart Contracts project continues • Release of Guides on key records management concepts - https: //records. unimelb. edu. au/guides – What is a University Record? , Retention & Destruction, Document Naming Conventions 6

Service. Now Request data sub-categories 7

Service. Now Request data by service 8

Thank you Identifier first line • Second line

Uo. M Commercial and Research, Innovation and Commercialisation – Improved Record Keeping Project 11

The Building Blocks – Thanks BIP Uo. M Commercial Ltd § § § Teaching and Learning Division Technology Transfer Division Asset Management Division Contracts Division Corporate Services Some use of TRIM, Inteum, file shares and a conglomeration of bespoke applications and dbases Separate TRIM data set, supported by FYB Separate Records Policy, compliance as a company The University of Melbourne § Melbourne Research Office (Grants teams) § Office of Research Ethics and Integrity Some use of TRIM, Themis and file shares Part of Uo. M data set, supported by Kapish 12

The Work Begins Huge issues in bringing two very different groups together to form RIC Clear need to better manage records Improved Record Keeping project started with OREI (now called REI) Commitment from RIC Leadership Team to ‘ONE RIC’ Complexities in HR, finance, facilities Poor compliance with records management Negative experience with TRIM for some 13

The Discoveries Uo. MC engaged FYB to do business analysis work. Their findings: • Vastly different business processes in all Divisions • Extent of use of TRIM/Content Manager (CM) varies greatly • Uo. MC and Uo. M on different versions of CM • Considerable inefficiencies • Strong reluctance in some areas to change from paper based processes 14

The Plan RIC using one data set • Upgrade of Uo. MC dataset to same version as Uo. M - FYB • Migration of Uo. MC data into Uo. M data set FYB • Further analysis and solution proposal by division – FYB and Records Team • UAT of solutions – FYB and Records Team • Move into production – FYB and Records Team • Training and retraining – Records Team • Power Users’ group – Records Team and RIC • Ongoing support – Records Team 15

The Pain Points 1. Migration § 6. 5 K documents unclassified 2. Resourcing – no quarantined project management in RIC 3. Buy-in from staff variable 4. The Precious Ones – ‘we can’t possibly do that!’ 5. Making it a priority – ownership and support from senior leadership team 16

The Wins 1. Uo. MC has benefitted by being part of the Uo. M data set, particularly with support and training 2. RIC can start to talk about ‘OUR RECORDS’ even though the Uo. MC records will continue to be managed under corporations law 3. Mobile/collaborative solution – integration of CM with Share. Point – will make a huge difference for the business development group in RIC 4. Convinced the Uo. MC Finance Team of the need to move away from paper records 5. Forced decisions around other applications used in Uo. MC – Attache, Inteum 17

Thanks 1. The Records Services Team 2. Maira Acevedo – RIC business systems team 3. FYB 4. Improved Record Keeping Project Team 18

RIC loves CM!! RIC will love CM!! 19

Agenda Welcome Kathryn Dan, Associate Director, Information Governance & Engagement, Legal & Risk Service Update Lucy Davies, Manager, Records Services, Legal & Risk Uo. M Commercial and Research, Innovation and Commercialisation – Improved Record Keeping Project Greg Carter, General Manager Risk and Corporate Services, Research, Innovation & Commercialisation Networking/Morning Tea Records Online Project: Introduction and Demonstration Narelle Moorhouse, Organisational Change & Communications Manager, Records Online Project Thank you and Notice for the Next Meeting Kathryn Dan, Associate Director, Information Governance & Engagement, Legal & Risk 21

Thank you Next Meeting Wednesday, 8 August, 10: 00 – 11: 30 am Dulcie Hollyock Room, Ground Floor, Baillieu Library Identifier first line Legal & Risk • Second line Records Services