This form is used as a first step to assess whether a system (either existing or one that is ready to be released) meets some basic recordkeeping requirements. Once completed, the Records Management team will get in touch, let you know if any follow up information is required and notify you of an outcome of the assessment. We aim to complete the turnaround as quickly as possible.

Recordkeeping assessment form

FAQs

1. Why am I being asked to complete this?
2. Will this slow down my project or affect our planned release date?
3. Who should fill in this assessment?
4. How long is this assessment?
5. What happens after I submit this assessment?
6. This system doesn't really create records, do I still need to do an assessment?
7. I don't understand what you mean by 'records'?
8. I don't understand what you mean by 'disposal'?
9. What is the RDA?
10. Who can help me?

1. Why am I being asked to complete this?

The form asks for the minimum information that we need to determine if the system, process or project you are working on might contain University records, and helps us begin to understand if there might be risks of non-compliance with Public Record Office of Victoria (PROV) standards.

For the purposes of recordkeeping, Monash University is looked upon in the same way as any state government ‘agency’ would be, meaning that it must comply with the relevant recordkeeping rules and regulations as set out by the Public Record Office of Victoria (PROV).

2. Will this slow down my project or affect our planned release date?

No. We are very mindful of eSolutions (and University-wide) timelines and that things need to keep moving along to schedule. Our checks aim to be deliberately high level and also efficient to complete.

The earlier you include us the more help we can be to your project and help you to reduce and control the likelihood and impact of any obvious recordkeeping risks that may exist in your system/service/project.

The most obvious recordkeeping risks usually occur in relation to not understanding how long the records in your system need to be kept for and what action needs to be taken in regards to this. We have years of experience with this kind of work and are here to help navigate this for you and make it as easy as possible.

3. Who should fill in this assessment?

Anyone involved with the activity or service can complete the form.

4. How long is this assessment?

The online form should take less than 10 minutes to complete, depending on how much detail is provided when invited to provide comments on some questions (most are yes/no questions).

5. What happens after I submit this assessment?

Once the form is submitted the Records Management team will get in touch to guide you through the next steps in the assessment.

6. This system doesn't really create records, do I still need to do an assessment?

Yes – it's better to fill in the form and we can help you confirm if that is the case. However, in most instances any system involved in University business is likely to create some kind of record.

7. I don't understand what you mean by 'records'?

See the explanations on our Basics page.

8. I don't understand what you mean by 'disposal'?

In a records management context ‘disposal’ refers to the permanent destruction or archiving of records and information. When a record is permanently destroyed, all evidence of the record (including all copies) are to be destroyed by non-recoverable methods. When a record is ‘archived’ it means the record will be moved to the University Archive Repository for permanent storage. Only a very small set of University records are suitable for permanent archiving.

Monash University must dispose of corporate records based on the standards set by the Public Record Office Victoria (PROV). Monash has translated those standards into the Monash University Retention and Disposal Authority (RDA).

9. What is the RDA?

The RDA outlines how long specific records need to be kept for. See the Monash University Retention and Disposal Authority (RDA).

10. Who can help me?

If you have any questions about records management, recordkeeping assessments, or your project, please contact Records Management.