CSU RECORDS MANAGEMENT PROGRAM
RECORDS MANAGEMENT PLAN TEMPLATE1
INTRODUCTION
Purpose: This Records Management Plan template enables a business unit to plan their records
management activities based on the business unit’s 1, 2 or 3 year cycle in the Self-assessment Schedule.
Responsibility: The Head of each business unit is responsible for ensuring their business unit’s Records
Management Plan is developed and managed.
INSTRUCTIONS
Step 1: Complete this coversheet.
Step 2: Complete the sections of this template. Not all sections covered by this plan may apply to your
business unit. Follow the instructions at the beginning of each section to ensure all relevant
sections are completed
Step 3: Within 2-months of the completion of the Self-Assessment period for the business unit, a copy of
the completed Plan is to be emailed to the University Records Manager for their information at
smcmenamin@csu.edu.au.
SUMMARY OF RECORDS MANAGEMENT PLAN
Name of business unit
Name of Faculty (if applicable)
List all sub-units included under
this plan (if applicable)
Timeframe of the Plan
(Plan will cover 1, 2 or 3 years
based on the Self-Assessment
Schedule)
Review dates
1.
2.
3.
(Review annually for the
timeframe of the plan)
Name:
Plan completed by
Ext:
Email:
Position:
Plan approved by Head of
Area
1
Name:
Signature:
Ext:
Date:
Reproduced and adapted for CSU with permission of University of Technology, Sydney
University Records and Compliance 2015
Division of Information Technology – Enterprise Architecture
Page 1 of 6
Records Management Plan ENTER NAME OF SCHOOL/DIVISION
1.
COMMUNICATION PLAN
(Required for all business units)
No
Activity
Description
1.1
Training of New Staff
Organise Records Management
training and HP TRIM training for
any new staff commencing during
this timeframe.
1.2
Training for existing staff
Organise refresher training for
existing staff where records
management and HP TRIM training
has not been undertaken in the past
3 years.
1.3
Staff awareness
Ensure all staff are aware of their
responsibilities in relation to records
management either through local
induction, ongoing reminders,
and/or attendance at Records
Management Awareness Sessions
run by the University Records
Manager
1.4
Communication of staff
changes
Inform the University Records
Manager and staff within the area
when staff change.
1.5
Communication of
restructuring changes or
major business units
moves
Inform the University Records
Manager of any planned restructure
affecting the area and how it
manages its records, including
relocations.
University Records and Compliance 2015
Division of Information Technology – Enterprise Architecture
Responsibility
Timeframe
Status/Comments
Page 2 of 6
Records Management Plan ENTER NAME OF SCHOOL/DIVISION
2.
ROUTINE RECORDKEEPING ACTIVITIES
(Required for all business units)
No
Activity
Description
2.1
Create and register
corporate files for the
business unit’s activities
Ensure that all corporate files for
the business unit are created and
registered in HP TRIM on an
ongoing basis.
2.2
Archiving records
Schedule your archiving activities,
including both the movement of
local files to local approved storage
as well as transfer of archived files
to the CSU Archives Centre, South
Campus Wagga Wagga.
2.3
Destruction of records
As part of archiving activities,
schedule to organise the
destruction of any local records
which are approved and ready for
destruction.
2.4
Undertake selfassessment and risk
assessment activities
according to the SelfAssessment Schedule
As part of the Self-Assessment
schedule, business units should
record the requirements for any
self-assessment or risk assessment
activities that are required to be
completed within the timeframe of
this plan [this will be a requirement
if your plan’s timeframe is in line
with the self-assessment schedule
for your area].
University Records and Compliance 2015
Division of Information Technology – Enterprise Architecture
Responsibility
Timeframe
Status/Comments
Page 3 of 6
Records Management Plan ENTER NAME OF SCHOOL/DIVISION
3.
NEW PROJECTS ARISING FROM YOUR SELF-ASSESSMENT
(Only required if remedial actions were identified in the business unit’s self-assessment. Add additional rows as required)
No
Activity
Description
Responsibility
Timeframe
Status/Comments
3.1
3.2
4.
NEW PROJECTS ARISING FROM YOUR RECORDS STORAGE RISK ASSESSMENT
(Only required if remedial actions were identified in the business unit’s records storage risk assessment. Add additional rows as required)
No
Activity
Description
Responsibility
Timeframe
Status/Comments
4.1
4.2
5.
NEW PROJECTS ARISING FROM PLANNED RESTRUCTURES / OFFICE MOVES DURING THE PERIOD OF THIS PLAN
(Only required if applicable to your business unit. Add additional rows as required)
No
Activity
Description
Responsibility
Timeframe
Status/Comments
5.1
5.2
University Records and Compliance 2015
Division of Information Technology – Enterprise Architecture
Page 4 of 6
Records Management Plan ENTER NAME OF SCHOOL/DIVISION
6.
NEW PROJECTS ARISING FROM LEGAL / POLICY CHANGES AFFECTING YOUR ACTIVITIES AND RECORDKEEPING REQUIREMENTS
(Only required if applicable to your business unit. Add additional rows as required)
No
Activity
Description
Responsibility
Timeframe
Status/Comments
6.1
6.2
7.
ADDITIONAL ACTIONS
(Include any additional recordkeeping projects and actions applicable to your business unit not already covered above)
No
Activity
Description
Responsibility
Timeframe
Status/Comments
7.1
7.2
University Records and Compliance 2015
Division of Information Technology – Enterprise Architecture
Page 5 of 6
Records Management Plan ENTER NAME OF SCHOOL/DIVISION
Records Contact Details
Attachment One
Please specify your business unit’s Records Contacts and the level of records training undertaken.
Records Contact role
Contact Details
Secondary Records
Delegate
1.
Definition: The senior
staff member in your
business unit
responsible overall for
records management.
Local Records
Delegate/s
Definition: The staff in
your business unit
delegated responsibility
for file creation,
registration, archiving, &
destruction activities.
[List all Local Records
Contacts. Add more
rows if required].
Mandatory Training *
Position:
Records Delegate training session
or refresher training session within
the past 3 years.
Phone:
Archiving and Disposal Workshop
Name:
Records Awareness Session
HP TRIM Training
Email address:
1.
Name:
Records Awareness Session
Position:
Records Delegate training session
or refresher training session within
the past 3 years.
Phone:
Email address:
2.
Additional Training
HP TRIM Training
Name:
Records Awareness Session
Position:
Records Delegate training session
or refresher training session within
the past 3 years.
Phone:
Email address:
University Records and Compliance 2015
Division of Information Technology – Enterprise Architecture
Archiving and Disposal Workshop
Archiving and Disposal Workshop
HP TRIM Training
Page 6 of 6