Supporting sound records management practices across the University
Information Management provides advice and resources to help the University develop and preserve teaching, learning and research of national and international significance.
Our services include:
- advice, tools and techniques for information management best practices
- conduct searches and retrievals for information in the University's records management application
- provide training on the use of the University's records management application
- disposal programs for inactive records
- preserve and protect archival and vital records
The Lifecycle of Records
It is important that staff are creating and capturing sufficient information to provide evidence of their actions and decisions at the University.
Capturing records into the University's designated systems usually meets the obligations of the Public Records Act 2023. Griffith engages in a hybrid model, with some records transferred to our records management application, and others managed in-place.
The Information Management Sharepoint site (staff only) provides guides on many records management activities, including information on how to manage student, staff and other corporate records.
Requests from external parties
Right to Information requests Ask Us: request for Academic Transcript Ask Us: verification of qualifications
Requests from internal parties
Staff requests to access records held in our records management system can be lodged with Information Management.
Identifying records of ongoing business value will:
- assist efficient and effective administration
- enable decision making and policy development based on current information
- allow organisations to be accountable—for management of resources, as well as legal and financial scrutiny
Information Management can appraise collections of records and coordinate the disposal or ongoing storage of records. They manage the onsite storage of both active and inactive records. Records should not be sent to third-party providers without consultation with Information Management.
Contracts and agreements
Eligible contracts and agreements are lodged in the University's Contract Register. This will ensure that the executed agreement and accompanying supporting documents are then registered into the records management application.
Griffith Archive
Information Management uses two main retention and disposal authorities (documents issued under the Public Records Act 2023 by Queensland State Archives) which outline the minimum retention period for certain documents.
How do I handle records which might be due for destruction?
Refer to the Retention & Disposal Guide. A handy App (RADApp) is available for all Griffith staff to search. This provide guidance on how to manage certain records, where they should be kept and includes a digital workflow for authorised disposal. Records cannot be destroyed at the University without seeking authorisation, unless they have been pre-approved using a Standing Disposal Authorisation.
Contact us
General enquiries
Access the Service Catalogue to see the full list of available services.
Or you can ask our friendly staff about IT products and services. Contact us by phone, email or chat.
