Detailed guidelines on how to manage information, data and records at Monash. Find the Information Management Framework here.
Information and Data Management Assessments allow us to provide you with detailed and tailored advice on your specific recordkeeping and information management needs. Find more information and the link to completing an assessment here.
Information Asset Register (Monash users only)
A quick reference guide on how to access the Information Asset Register is available - Information Asset Register - Quick Reference Guide - (Monash Users Only).
An information asset is defined here as a body of knowledge that is organised and managed as a single unit. It records what information is held, by whom, how critical it is to University business, how long it needs to be retained, its uses and users, and its security classification. This register identifies all information assets of value to the University.
For more information, contact:
Lucy Davies
Archives Manager
T: (03) 9905 3078
E: lucinda.davies@monash.edu
Find instructions on how to access Information Management and Recordkeeping Training here.
This training will provide you with an overview of Information Management, what it means, and what you need to be aware of when managing information, data and records at Monash.
Information and Records Management Enterprise System
Content Manager (TRIM) (from OpenText) is the University's Enterprise Records Management system. It manages short and long term records, as well as permanent records. Content Manager captures and maintains Monash's corporate memory and necessary business information.
How to Access Content Manager (TRIM)?
Step 1 - complete training.
Step 2 - access request - submit an Access Form
Step 3 - obtain access to TRIM (download software or via MoVE)
To get started using Content Manager, you need to do some training.
For all Staff, training is available from myDevelopment.
For Examinations records there is a different process and it's best to contact exams@monash.edu directly to find out more.
What do you need it for? (item type in TRIM) | Mandatory training program for that purpose |
| Managing General Files |
HR records | Managing HR Files |
Student records | Managing Student Files |
Examination records (to submit or view exam papers) | Not online. Contact Assessment Operations: exams@monash.edu |
Search ‘TRIM’ or ‘TRIM - Training’ in the myDevelopment site accessible from the Staff Portal
Submit a User Access Request Form. This form will need to be approved by your supervisor as part of the submission process.
After you submit your User Access Request Form, the Service Desk will;
Note: it can take several hours for the access to be activated, so you need to wait for that notification before downloading the software.
Visit the myServices Hub and search How To Articles for instructional information on Content Manager (TRIM).
For general information and records management enquiries, please email groupinformationmanagement@monash.edu
For technical issues with Content Manager (TRIM) please submit a Service Request through the myServices Hub to the Service Desk.
All records assessed as requiring permanent retention, must be stored in the University Permanent Archive Repository located on Clayton campus. For assistance in determining the retention period for your records please contact the University Archives.
If your records have been assessed as not requiring permanent retention, the use of offsite records storage is an option. As University records are public records under the Public Records Act, the University must only use offsite storage facilities approved by the Public Record Office Victoria (also known as Approved Public Record Office Storage Supplier or APROSS). A list of these offsite storage facilities is available here: https://prov.vic.gov.au/recordkeeping-government/certified-suppliers-vendors/apross-for-agencies. The University does not have a preferred or recommended supplier from that list.
Here are some initial questions to help you start the process of preparing your records that don’t require permanent retention, for offsite storage:
Our final piece of advice is to make sure the records are not over-retained and kept for only the minimum retention period, as advised by University Archives or the Records Management Office. Over-retention of records incurs unnecessary storage costs and risks the records being lost or forgotten over time.
We are here to help. If you have any questions about the information on these pages or what is provided by the Public Record Office Victoria, you are very welcome to get in touch with the University Archives or Records Management Office.
As noted by the Public Records Office Victoria, it is a theoretical technique that involves “evaluating business functions and activities” and it is taught to recordkeeping practitioners as part of their professional training.
In the context of Monash University, Group Information and Records Management uses appraisal techniques for a variety of purposes, but the most prominent of these relates to using appraisal techniques as part of the process for applying the sentencing outlined in the Monash University Retention and Disposal Authority (RDA).
This can be achieved through an accepted practice known as HRHV (high risk, high value). By identifying records that are of high value or which are at high risk, Monash University can ensure that these records are well managed and are allocated appropriate resources and strategies.
In many ways, the HRHV proposition, when used in conjunction with the sentences for retention and disposal as outlined in the Monash RDA, accommodates for the multiple views/uses of records but at the same time, ensures that sentencing decisions always favour the University’s best interests, over say a personal staff member or team beliefs and values.
Source - https://prov.vic.gov.au/recordkeeping-government/a-z-topics/high-value-high-risk-records
Again, it is important to note that the HRHV proposition is primarily used as a recordkeeping tool to aid in appraisal and sentencing processes.
Although the term “value” is open to interpretation, within the recordkeeping context, in simple terms, “high value” refers to records that are of value to the University Archives (which in turn mean they are of value to both Monash University and the State of Victoria). Records that are sentenced as having “permanent value” are in effect the most highly valued to the University.
This doesn’t diminish the business value of records either. The decision around what has high “business value" to the University will be more subjective and will depend on factors outside of the control of recordkeeping professionals.
However, in most cases something of high business value to the University, is likely to be already covered by the appropriate recordkeeping sentencing requirements in the RDA, as most core functions and activities undertaken by the University are included in the Monash RDA.
Type of records | Risk/Value Status to the University | Likely period records need to be retained for. |
Database containing staff names, addresses and birthdates created for non-business relevant reasons. | LOW VALUE / HIGH RISK | Destroy immediately after business use concludes |
Archives collection of University photographs | HIGH VALUE / LOW RISK | Retain permanently in the Archives |
Copy of email sent to student notifying them of admission results | LOW VALUE / LOW RISK | Retain for 30 days after email sent out, then destroy |
University Council Minutes | HIGH VALUE / HIGH RISK | Retain permanently in the Archives |
Find key contacts here.