Division of Services & Resources
University Archives, Records & Collections
LD …………….
LEGAL DOCUMENT LODGEMENT FORM
All University Legal Documents (LD’s) must be lodged with the University’s Records Management Office
(RMO) for secure storage. A legal document is a record of the assets, legal interests and obligations of
the University or its controlled entities. Please forward LD and completed LD Lodgement Form to RMO,
Room 662, Level 6, Wills Building, North Terrace Campus.
Legal documents are kept in a closed collection and require membership of a security group to view the
LD.
For assistance phone the Records Services Helpdesk on extension 35334.
* indicates mandatory field
1. *
LD FORMAL TITLE…………………………………………………………………………………………...
…………………………………………………………………………………..….……….…………………..
…………………………………………………………………………………………………………...……...
…………………………………………………………………………………………………………………..
1.1*
Business Owner:................................................................................................................................
(i.e. Faculty / School / Branch with responsibility for this LD)
2.
RECORDS MANAGEMENT
2.1*
All LD’s must have a related RMO file.
2.2*
Are there supporting LD/s relating to this Legal Document?

Yes
 No
(proceed to Section 3)
RMO File Number for this LD………………………………
(a) Please list related LD number/s or attach new related LD/s (with separate lodgement form)
.…………………………………………………………………………………………………………………..
(If unsure, please search TRIM)
(b) Does this new LD replace existing LD/s currently lodged with RMO?

Yes

No
If yes, supply LD number/s?
,……………………………………………………………………..………………………………………..
(If unsure, please search TRIM)
2.3
Can the LD/s in 2(b) be closed and the document made inactive?

3
Yes

No
SECURITY
If you require access to view the electronic image you will need to be a member of the relevant
Security Group
(If unsure, contact the Records Services Helpdesk on 35334).
Security Group: (please specify)…………………………………………………………………………….
Is there a reason for this legal document NOT to be scanned and made available to view in TRIM?

Yes

No
4.
TYPE OF LEGAL DOCUMENT (select one)
4.1

Agreement / Deed /Contract (including variations / renewals)
4.2

MOU /Letter of Intent
4.3




D2010/15295
Bank Guarantee
Certificate of Title
Patent or Trademark Document
Other



1
Share Certificate
Corporate Document (e.g. Constitution)
Research / Ethics Permit
Division of Services & Resources
University Archives, Records & Collections
LD …………….
LEGAL DOCUMENT LODGEMENT FORM
5*
DATES
…………………………
Contract Start Date
Contract Expiry Date
……………………………
*Internal Review/Reminder Date: ………………………………………………….
(please specify date for LD to be reviewed by Business Owner prior to expiry)
6*
CONFIDENTIALITY REQUIREMENTS
Does any part or clause in the contract contain words to the effect “The Parties will keep the terms
of this agreement Confidential” (this is different from requirements to keep confidential information
gained/released during the course of the contract).


Yes
No
(Required for reporting requirements under the Freedom of Information Act )
7
PROPERTY DETAILS (for certificate of titles or leases only)
Volume #
8*
………………………
Folio #
……………………….
Lease #
……………………..
CONTACT DETAILS (list below or attach additional page)
Contract/Internal contact/s
Primary Contact/ Contract Manager
Name:
Secondary Contact
School/Branch:
Position:
Telephone:
email:
Other party/s contact:
Party 1
Organisation:
Party 2
Name:
Position:
Address:
Telephone:
email:
9*
AUTHORITY
I request the RMO provide secure storage for this document and I agree to notify RMO if this
document ceases to have effect or is replaced by a new legal document.
Person lodging document: …………………………………………………………………………………...
Signature:…………………………………………………………………….……Date: …………………….
Faculty/School/Unit:.……………………………………………………………..Phone:…………………...
D2010/15295
2