5.3. CQUniversity records and information will be captured and managed within one of the following corporate systems:

Size: px
Start display at page:

Download "5.3. Train@ CQUniversity records and information will be captured and managed within one of the following corporate systems:"

Transcription

1 POLICY AND PROCEDURE RECORDS MANAGEMENT 1 PURPOSE This policy and procedure provide a framework for the creation, management, retention and disposal of CQUniversity records in accordance with the Public Records Act 2002 (Qld) and CQUniversity Australia (parent organisation) Records Management Policy and Procedure. 2 SCOPE This policy and procedure applies to all staff of CQUniversity who create and maintain records of CQUniversity students, courses and units of competency. 3 EFFECTIVE DATE 1 April LEGISLATIVE AUTHORITY Central Queensland University Act 1998 (Qld) Public Records Act 2002 (Qld) Standards for Registered Training Organisations POLICY STATEMENT 5.1. CQUniversity will generate, capture, manage, preserve, provide access to and dispose of records in accordance with the Public Records Act 2002 (Qld) and the Standards for Registered Training Organisations Effective records and information management will provide CQUniversity with evidence of its actions and decisions, ensure accountability and transparency and promote the effective and efficient management of RTO business CQUniversity records and information will be captured and managed within one of the following corporate systems: a. Microsoft Sharepoint (including DropBox for Business system to be retired) b. VETtrak (AVETMISS compliant) student management system c. Catapult learning management system 5.4. Access to CQUniversity records will be provided in accordance with business requirements, privacy obligations and sensitivity caveats such as commercial-in-confidence CQUniversity provides returns of its client records of attainment of units of competence and qualifications to the National VET Regulator on a regular basis, or as determined by the National VET Regulator CQUniversity complies with all Commonwealth requirements for the implementation of a national Unique Student Identifier (USI) in all student records, as required Where student undertake activity on campuses not under the direct management of CQUniversity such as on CQUniversity campuses, the Executive Director CQUniversity or designee will liaise with the relevant CQUniversity Campus Director to ensure that all hard copy records relating to students are maintained in a locked cabinet within a secure office environment that is accessible by authorized CQUniversity personnel only. QAC_POL009 Page 1

2 6 PROCEDURE 6.1. A CQUniversity record is information created, received and maintained by its staff in the course of conducting its business, regardless of its format (paper, electronic, audio-visual). CQUniversity s business encompasses all forms of its teaching and learning, vocational research, community service, organisational, commercial and cultural activities. All business activities are appraised to identify what records should be created and the life of those records determined in order to: a. Protect the rights and interests of individuals at CQUniversity b. Explain and justify the actions of CQUniversity and its employees c. Document and explain the decision-making of CQUniversity d. Provide the history of an activity e. Determine that the policies and procedures of CQUniversity were followed during the conduct of that business 6.2. Therefore a record must show: what occurred, when it occurred, how it occurred, what the transaction was, who participated and the outcome A document or an in a physical or electronic form created but not transmitted or submitted is not considered a record. A conversation only becomes a record if a written note of that conversation is made. Staff should use their judgement as to whether a written note of a conversation should be made bearing in mind the above explanation of what constitutes a CQUniversity record. Access and Security 6.4. CQUniversity will ensure that records remain accessible to current and past learners with appropriate authority both inside and outside the RTO, for the designated retention period. CQUniversity also has in place mechanisms to safeguard privacy and confidentiality and prevent unauthorised use or access to its records. a. Learners who hold a verified USI and whose results have been reported into the USI system will be able to access their records through the USI system. b. If a learner s achievements have not been recorded through the USI system, CQUniversity will ensure that it has processes in place to ensure that this learner can access their records by other means CQUniversity will ensure that qualifications, statements of attainment and records of results are not issued unless the learner has completed all requirements. To reduce this risk, CQUniversity should have systems in place to ensure certification is only issued to learners after they have fully demonstrated competence and where evidence of this is in place CQUniversity will ensure that appropriate, centralised qualification issuance controls are implemented to mitigate records risks given delivery at multiple locations and/or through third party arrangements It is the expectation of CQUniversity that a member of staff will access only those files and records which are necessary for the proper fulfilment of the duties of that member of staff or that they are lawfully requested to access. Staff handling sensitive classified information will be asked to acknowledge their responsibilities in writing. QAC_POL009 Page 2

3 Naming of Records 6.8. File names should be short but meaningful. Long file names can translate to long file paths which can result in losing meaning in your title. Some words can add length to a file name but don t contribute to the meaning. For example a, the, and, dated, etc. File name 2014 Internal Audit Committee The 2014 Internal Audit Committee 6.9. Avoid using abbreviations and acronyms. Acronyms for business areas can change over the course of an RTO s lifetime, or have more than one meaning. Writing words in full ensures information can always be retrieved in searches regardless of changes over time. File name Victorian Training Guarantee Service Agreement VTG Service Agreement Avoid unnecessary repetition and redundancy in file names and file paths. If information is being stored in a folder that follows a structure path involving Student and Admissions, these two keywords do not need to be repeated in the title. File name...\finance\budget\2012 Submission...\Finance\Budget\2012 Budget Submission Spaces must be used in titles to ensure that each word in the title is searchable. File name Risk Management Audit Report RiskManagementAuditReport When including a number in a file name always use two digits, unless it is a year or other number with more than two digits to ensure that files can be sorted to always display in the correct alphanumeric order. File name Internal Procedures v01 Internal Procedures V Common words such as draft, letter, memo etc. should be placed at the end of file names to allow files to be sorted alphabetically according to subject rather than by information type. File name Leave Policy v05 Draft Draft Leave Policy V The version number of the information should be included in the file name preceded by a v. Clearly marking the versions of information can assist in the retrieval and tracking of the progression of various processes and documents. File name Compliance Submission v02 Compliance Submission_v2 QAC_POL009 Page 3

4 6.15. Do not use the non-alphanumeric characters * : / \ < >? [ ] ; / = & $ in file names as these characters will not be accepted in file names for most operating systems and generally have other functions in large databases. Hyphens can be used when necessary. File name Budget Budget 06/07 Issuing of AQF Qualifications and Statements of Attainment CQUniversity will ensure that it does not include the learner s Student Identifier on the testamur or the statement of attainment consistent with the Student Identifier Act CQUniversity will ensure that it: a. Maintain registers of all AQF qualifications and of all statements of attainments it is authorised to issue b. Retains records of AQF certification documentation and statements of attainment issued for a period of 30 years c. Provide reports of its records of qualifications issued and of statements of attainment issued to its VET Regulator on a regular basis, as determined by the VET Regulator. Issuing of AQF Qualifications CQUniversity will ensure that it meets AQF requirements for issuing of AQF qualifications and the following requirements: CQUniversity will ensure that it includes the following information on the testamur: a. CQUniversity entity name, National RTO Code and logo b. Code and title of the awarded AQF qualification c. NRT Logo in accordance with regulatory requirements CQUniversity will ensure that the following elements are included on the testamur, as applicable: a. State / Territory Training Authority logo (only where use of the logo is directed by State / Territory Training Authorities, e.g. within User Choice contracts) b. Industry descriptor (e.g. Nursing) c. Occupational or functional stream, in brackets Issuing of Statements of Attainment CQUniversity will ensure that it meets AQF requirements for issuing of Statements of Attainment and the following requirements: RTOs must include the following information on a statement of attainment: a. CQUniversity entity name, National RTO Code and logo b. List of units of competency (or modules where no units of competency exist) showing their full title and the national code for each unit of competency QAC_POL009 Page 4

5 c. Authorised signatory d. NRT Logo in accordance with regulatory requirements e. CQUniversity seal, corporate identifier or unique watermark f. The words: A statement of attainment is issued by a Registered Training Organisation when an individual has completed one or more accredited units CQUniversity will ensure that it includes the following elements on the statement of attainment, as applicable: a. State/Territory Training Authority logo (only where use of the logo is directed by State/ Territory Training Authorities) b. The words: These competencies form part of [code and title of qualification(s)/course(s)] c. The words: These competencies were attained in completion of [code] course in [full title] d. Where relevant, the words: these units / modules have been delivered and assessed in <insert language> followed by a listing of the relevant units/modules. Archiving Records Archives provide a record of the corporate memory of CQUniversity. Archives are inactive records that are deemed to have continuing value, either permanently or temporarily. A record may be considered permanent because of its evidential, fiscal, administrative, legal, informational or historic value To transfer information to CQUniversity s offsite archive facility for temporary or permanent storage, contact the National Quality and Compliance Coordinator by indicating you have records to be transferred If the records are already boxed, you will need to complete the Archive Box Catalogue form detailing what information is in each box To prepare records for transfer: a. Group like records together based on subject, activity and process b. Any files must have the file number and/or name clearly marked on the file cover c. Place records into official archive boxes after removing all paperclips, bull dog clips, plastic sleeves etc. Each box is to contain files with similar retention requirements and of similar topics only. Boxes must be as full as possible, but weighing no more than 15kg. Boxes are not to be overfilled. d. Complete and print the Archive Box Contents form and place it in the box. Do this for each archive box. e. Write the box number and retention schedule on each box f. Complete the Records Transfer form Once the records are ready for transfer: a. the National Quality and Compliance Coordinator advising that the records are ready for transfer, providing details of the number of boxes for transfer and attaching a scanned copy of the Archive Box Catalogue form/s and Records Transfer form b. Quality and Compliance will arrange for the relocation of the boxes and notify the requester that the transfer has been arranged. QAC_POL009 Page 5

6 6.27. Records can be retrieved from the offsite archive facility when needed. a. Complete the File and Document Retrieval Form and the completed form to the National Quality and Compliance Coordinator. Indicate on the form if the records are required temporarily or permanently. If retrieval is urgent, indicate this in the s subject line. b. The National Quality and Compliance Coordinator will locate records and organise delivery to the requester. Standard requests will be fulfilled within three working days; urgent requests will be managed within one working day When the retrieved records are no longer required, the National Quality and Compliance Coordinator to arrange for collection and return of the records to the offsite archive facility. Records Disposal CQUniversity will ensure that records of qualifications and statements of attainment issued for 30 years. a. Where CQUniversity has gathered and retained full AVETMISS data, this will suffice. b. CQUniversity must retain sufficient data to be able to reissue a qualification or statement of attainment for the 30-year period, regardless of the storage method used. c. If CQUniversity ceases being an RTO, it will be required to provide this information to ASQA in digital form CQUniversity will ensure that assessment records are retained for a period of six months If the documentation to be disposed of is of short term value, refer to the Disposing of Normal Administrative Practice Records section below Records must be kept for specified periods of time (called a retention period) which are detailed in relevant legislation and regulation. a. Records for learner AQF certification documentation need to be maintained in accordance with the requirements of Schedule 5 and are accessible to current and past learners Identify records ready for disposal by grouping like records together (i.e. the same subject, activity or process). Ensure that the records are no longer required for reference purposes and are not part of a current legal matter Refer to the National Quality and Compliance Coordinator determine if the records have reached the end of their retention period. Contact the National Quality and Compliance Coordinator for assistance, if required Complete the Request to Dispose form to provide details of who is requesting to dispose of CQUniversity records, a brief description of the records, the author/s of the documents, any relevant dates, if there are any related records, any Sharepoint reference numbers, location/s of the records and the relevant section of the applicable Retention and Disposal Schedule the completed form to the National Quality and Compliance Coordinator with the subject heading Disposal Request [business area] The National Quality and Compliance Coordinator will evaluate the request against CQUniversity requirements, legislation and the Retention and Disposal Schedules and provide an response regarding the outcome. QAC_POL009 Page 6

7 6.38. If the request is approved, appropriate disposal of the records can occur through secured confidential bins. If a very large quantity of records is to be disposed of, the National Quality and Compliance Coordinator will provide advice on the appropriate disposal method. Once the records have been disposed, this information to the National Quality and Compliance Coordinator who will then update Sharepoint with this information to meet audit and compliance requirements If the request is denied, the records CANNOT be destroyed and appropriate storage of the records will need to be arranged, or the records will be transferred to the RTO s offsite storage facility. Disposing of Normal Administrative Practice Documentation Documentation created as part of normal administrative practice is able to be disposed of without seeking approval from the National Quality and Compliance Coordinator Normal Administrative Practice documentation is: a. Documents that are short term, transitory or facilitative in nature. For example: Appointment diaries/calendars (however, high level executive s diaries/calendars need to be retained) Unsolicited letters offering goods and services Informal communications (with compliments slips, personal s, phone messages) Copies of mass circulated material (except for internal newsletters where only the MASTER copy should be captured into the corporate record keeping system) b. Reference materials: Copies of articles, reports, memos, minutes etc that have been kept for reference, where the original is stored in Sharepoint Duplicates of University policies, procedures, guidelines, manuals etc. that are used for reference. The master copy should be captured into the corporate record keeping system. c. Published or promotional material: Promotional material received by the RTO External publications to which the RTO has no input such as newspaper or journal articles d. Working papers and rough calculations: Working papers and background notes that will eventually be made into a draft System printouts used to verify data or answer ad hoc queries (these can be regenerated out of the system if needed therefore don t need to be retained) Routine calculations that will eventually be entered into a system or final document such as a submission, report, etc. e. Drafts not intended for further use or reference: Drafts that do not contain significant or substantial changes Drafts that have been edited with minor grammar or spelling corrections. NB drafts that have had major changes in direction, content or revisions will need to be captured in Sharepoint as evidence of the progression of the document. QAC_POL009 Page 7

8 6.42. If the information in the documents is covered by legislation or one of the Retention and Disposal Schedules then disposal permission is required (refer Records Disposal section above) If it is unclear whether the information meets the requirements in 6.32, answer the questions below. If the response to ALL of the questions is NO, then information can be disposed of under Normal Administrative Practice. a. Is the information needed to clarify, support or give context to existing corporate information? b. Is the information needed to show how CQUniversity business was conducted? c. Is the information needed to demonstrate how a decision was reached? d. Is the information needed to show when or where a significant event occurred? e. Is the information needed because it indicates who was involved in making a decision or providing advice about CQUniversity business? f. Is the information likely to be required in the future to support legal proceedings? If it is still unclear if the information can be disposed 7. RESPONSIBILITIES Compliance, Monitoring and Review 7.1. The Administrator is responsible for ensuring compliance with and monitoring implementation of the procedure and to undertake reviews as required All line managers are responsible for ensuring implementation within their area of responsibility All staff are responsible for accurately documenting the records that are to be destroyed and requesting approval from the National Quality and Compliance Coordinator. Staff requesting approval to destroy records are responsible for the confidential destruction of any records approved for disposal All staff requesting a records transfer are responsible for preparing the records to be stored, as per these procedures, and for contacting the National Quality and Compliance Coordinator to arrange approval to transfer. All records to be stored in the RTO s offsite storage facility must not be sent without prior approval All staff requesting the return of records from the offsite storage facility are responsible for contacting the National Quality and Compliance Coordinator to arrange the return of the records All CQUniversity employees are responsible for ensuring that any information disposed of under Normal Administrative Practice is of short term, transitory nature with no ongoing corporate value to the organisation. Records Management 7.7. All records relevant to this document are to be maintained in a recognised CQUniversity recordkeeping system. 8. DEFINITIONS CQUniversity records: any form of recorded information, both received and created, that provides evidence of the decisions and actions of the RTO while undertaking its business activities. CQUniversity records may be in any form including, paper, electronic, audio, video, data within business systems, photographs, etc. QAC_POL009 Page 8

9 Disposal: the practice of confidentially destroying records and updating the recordkeeping system with the details of destruction (day, schedule used, etc.). Normal Administrative Practice: the practice of routinely disposing of documents and information that is generated in the course of standard operations of the RTO that is of no corporate value to the organization; for example, copies of information, or statistical data that can be sourced from a business system at any point in time. Corporate Information: information that is received, generated and captured to provide support to and evidence of the organisation s business activities and operations. 9. RELATED DOCUMENTS Related Legislation and Supporting Documents Right to Information Act 2009 (Qld) Information Privacy Act 2009 (Qld) Evidence Act 1977 Electronic Transactions (Queensland) Act 2001 Judicial Review Act 1991 Public Sector Ethics Act 1994 (Cwlth) Tertiary Education Quality and Standards Agency Act 2011 (Cwlth) Information Standard 18: Information Security Information Standard 31: Retention and Disposal of Public Records Information Standard 34: Metadata Information Standard 40: Recordkeeping Information Standard 42: Information Privacy Financial and Performance Management Standard 2009 AS ISO 15489: Records Management Best Practice Guide to Recordkeeping, Queensland Government Information Architecture, August 2002 Standards for Registered Training Organisations (RTOs) 2015, Australian Skills Quality Authority Payment Plan Application Form Approval and Review Details Approval Authority Executive Director Advisory Committee to Approval Authority CQUniversity Senior Management Team Administrator National Training Operations Manager Next Review Date 01/04/2016 Approval and Amendment History Details Original Approval Authority and Date Executive Director CQUniversity 01/04/2015 Amendment Approval Authority and Date Executive Director CQUniversity 14/04/2015 Amendment Approval Authority and Date Executive Director CQUniversity 23/04/2015 QAC_POL009 Page 9

Qualification Testamurs and or Statements of Attainment will be issued;

Qualification Testamurs and or Statements of Attainment will be issued; P.24V03- Issuance of Testamurs and Statements of Attainment Introduction Barkly International College as a Nationally Recognised Registered Training Organisation (RTO) is required under the terms of the

More information

MAPPING OF THE SIMILARITIES BETWEEN THE AQTF 2010 AND THE STANDARDS FOR RTOS 2015 Attachment B

MAPPING OF THE SIMILARITIES BETWEEN THE AQTF 2010 AND THE STANDARDS FOR RTOS 2015 Attachment B Overview MAPPING OF THE SIMILARITIES BETWEEN THE AQTF 2010 AND THE STANDARDS FOR RTOS 2015 Attachment B This document has been developed to provide RTOs regulated by the Training Accreditation Council

More information

TOWN OF COTTESLOE POLICY EMAIL MANAGEMENT

TOWN OF COTTESLOE POLICY EMAIL MANAGEMENT EMAIL MANAGEMENT POLICY STATEMENT Town of Cottesloe email accounts are intended for business transactions in support of the Town s strategic goals and objectives. Accordingly any email transmission residing

More information

RTO Policy 9: Issuing Qualifications

RTO Policy 9: Issuing Qualifications RTO Policy 9: Issuing Qualifications 2 RTO POLICY 9: ISSUING QUALIFICATIONS OWNERSHIP This policy is the responsibility of CPA Australia s Registered Training Organisation () working group ( Working Group).

More information

AQTF Essential Conditions and Standards for Continuing Registration

AQTF Essential Conditions and Standards for Continuing Registration Standards for Continuing Registration (SNR) comparison table Words and phrases in bold indicate changes in terminology or where changes in wording have occurred between the AQTF and the SNRs Standards

More information

Essential Conditions and Standards for Initial Registration

Essential Conditions and Standards for Initial Registration Essential Conditions and Standards for Initial Registration Registering Bodies Australian Skills Quality Authority Tel: 1300 701 801 www.asqa.gov.au Victoria Victorian Registration and Qualifications Authority

More information

Scotland s Commissioner for Children and Young People Records Management Policy

Scotland s Commissioner for Children and Young People Records Management Policy Scotland s Commissioner for Children and Young People Records Management Policy 1 RECORDS MANAGEMENT POLICY OVERVIEW 2 Policy Statement 2 Scope 2 Relevant Legislation and Regulations 2 Policy Objectives

More information

Information Management Advice 50 Developing a Records Management policy

Information Management Advice 50 Developing a Records Management policy Information Management Advice 50 Developing a Records Management policy Introduction This advice explains how to develop and implement a Records Management policy. Policy is central to the development

More information

Records Management Policy

Records Management Policy Policy Approval Body: Records Management Policy Academic Board Date Created: 26th February 2010 Policy Custodian: Policy Contact: File Location: Location on EIT website: Review Period: Revision No: 5 Dean

More information

Records Management - Council Policy Version 2-28 April 2014. Council Policy. Records Management. Table of Contents. Table of Contents... 1 Policy...

Records Management - Council Policy Version 2-28 April 2014. Council Policy. Records Management. Table of Contents. Table of Contents... 1 Policy... Council Policy Records Management Table of Contents Table of Contents... 1 Policy... 2 Policy Objectives... 2 Policy Statement... 2 Records Management Program... 2 Accountability Requirements... 3 General

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY POLICY STATEMENT The records of Legal Aid NSW are a major component of its corporate memory and risk management strategies. They are a vital asset that support ongoing operations

More information

COUNCIL POLICY R180 RECORDS MANAGEMENT

COUNCIL POLICY R180 RECORDS MANAGEMENT 1. Scope The City of Mount Gambier Records Management Policy provides the policy framework for Council to effectively fulfil its obligations and statutory requirements under the State Records Act 1997.

More information

State Records Guideline No 15. Recordkeeping Strategies for Websites and Web pages

State Records Guideline No 15. Recordkeeping Strategies for Websites and Web pages State Records Guideline No 15 Recordkeeping Strategies for Websites and Web pages Table of Contents 1 Introduction... 4 1.1 Purpose... 4 1.2 Authority... 5 2 Recordkeeping business requirements... 5 2.1

More information

TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL

TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL TERRITORY RECORDS OFFICE BUSINESS SYSTEMS AND DIGITAL RECORDKEEPING FUNCTIONALITY ASSESSMENT TOOL INTRODUCTION WHAT IS A RECORD? AS ISO 15489-2002 Records Management defines a record as information created,

More information

Records Disposal Schedule Anti-Discrimination Services Northern Territory Anti-Discrimination Commission

Records Disposal Schedule Anti-Discrimination Services Northern Territory Anti-Discrimination Commission Records disposal schedule Records Disposal Schedule Anti-Discrimination Services Northern Territory Anti-Discrimination Commission Disposal Schedule No. 2015/12 August 2015 NT Archives Service For information

More information

RTO 1.03.838 CERTIFICATION

RTO 1.03.838 CERTIFICATION RTO 1.03.838 CERTIFICATION This policy is applicable to: All IRT College Students, IRT College employees and Third Parties acting on behalf of IRT College. DISCLAIMER The information contained in this

More information

Information and Compliance Management Information Management Policy

Information and Compliance Management Information Management Policy Aurora Energy Group Information Management Policy Information and Compliance Management Information Management Policy Version History REV NO. DATE REVISION DESCRIPTION APPROVAL 1 11/03/2011 Revision and

More information

West Midlands Police and Crime Commissioner Records Management Policy 1 Contents

West Midlands Police and Crime Commissioner Records Management Policy 1 Contents West Midlands Police and Crime Commissioner Records Management Policy 1 Contents 1 CONTENTS...2 2 INTRODUCTION...3 2.1 SCOPE...3 2.2 OVERVIEW & PURPOSE...3 2.3 ROLES AND RESPONSIBILITIES...5 COMMISSIONED

More information

National VET Provider Collection Data Requirements Policy

National VET Provider Collection Data Requirements Policy National VET Provider Collection Data Requirements Policy Introduction Australian, state and territory governments are pursuing a number of reforms to support better information about vocational education

More information

Standards for Registered Training Organisations (RTOs) 2014

Standards for Registered Training Organisations (RTOs) 2014 Standards for Registered Training Organisations (RTOs) 2014 PART 1 Preliminary Name of Standards These Standards are the Standards for Registered Training Organisations 2014. These Standards form part

More information

WEST LOTHIAN COUNCIL RECORDS MANAGEMENT POLICY. Data Label: Public

WEST LOTHIAN COUNCIL RECORDS MANAGEMENT POLICY. Data Label: Public WEST LOTHIAN COUNCIL RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY CONTENTS 1. POLICY STATEMENT... 3 2. PRINCIPLES... 3 DEFINITIONS... 4 3. OBJECTIVES... 4 4. SCOPE... 4 5. OWNERSHIP & RESPONSIBILITIES...

More information

Essential Standards for Registration

Essential Standards for Registration Essential Standards for Registration State and Territory Registering Bodies Australian Capital Territory New South Wales Northern Territory Queensland South Australia Tasmania Victoria Western Australia

More information

Records Management - Department of Health

Records Management - Department of Health Policy Directive Records Management - Department of Health Document Number PD2009_057 Publication date 24-Sep-2009 Functional Sub group Corporate Administration - Records Ministry of Health, NSW 73 Miller

More information

1. Meeting the Standards of Registration for Ethical Marketing and Promotion

1. Meeting the Standards of Registration for Ethical Marketing and Promotion Ethical and Accurate Marketing and Promotions Policy Mission To ensure that the marketing and advertising of all services and products offered by the Australian College of Applied Education takes place

More information

Causes of non-compliance and strategies to manage the risk

Causes of non-compliance and strategies to manage the risk RISK & Strategy (Policy & Procedure) The college/company maintains procedures that provide it with a simple but systematic view of the risks it faces in the course of its activities. Risk is the chance

More information

Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation

Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation ORGANISATION DETAILS Organisation s legal name Trading name/s Harvest Education

More information

Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation

Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation ORGANISATION DETAILS Organisation s legal name Trading name/s RAM Training

More information

VET Quality Framework audit report of Enrich Training

VET Quality Framework audit report of Enrich Training VET Quality Framework audit report of Enrich Training Prepared for APAC Renewal registration as a national VET regulator (NVR) registered training organisation (RTO) Legal name of RTO Enrich Training Date/s

More information

Manager, Continuing Education and Testing. Responsible Officer Policy Officer Approver. Marc Weedon-Newstead Emma Drummond Rob Forage

Manager, Continuing Education and Testing. Responsible Officer Policy Officer Approver. Marc Weedon-Newstead Emma Drummond Rob Forage RTO Training and Assessment Policy Category/ Business Group Published Externally (Yes/No) Responsible Officer Contact Officer Approver Education Group Yes Group Executive, UNSWIL Manager, Continuing Education

More information

Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation

Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation ORGANISATION DETAILS Organisation s legal name Trading name/s REGIONAL TRAINING

More information

Records Management Policy

Records Management Policy Records Management Policy Document Number SOP2006-073 File No. 07/7 Date issued 1 September 2006 Author Branch Records and Mail Services Unit Branch contact 9320.7722 Division Finance & Data Services Summary

More information

Standards for Registered Training Organisations (RTOs) 2015

Standards for Registered Training Organisations (RTOs) 2015 Standards for Registered Training Organisations (RTOs) 2015 I, Ian Elgin Macfarlane, Minister for Industry, make this legislative instrument under subsection 185(1) and subsection 186(1) of the National

More information

Student Records. 4. Data Security: Upper Yarra Community House Inc. will protect the personal information it

Student Records. 4. Data Security: Upper Yarra Community House Inc. will protect the personal information it Student Records Objective To ensure that Upper Yarra Community House Inc. collects, uses, stores, retains, archives and destroys information in our student record files according to the requirements of

More information

Basic Records Management Practices for Saskatchewan Government*

Basic Records Management Practices for Saskatchewan Government* Provincial Saskatchewan Archives R of Saskatchewan Basic Records Management Practices for Saskatchewan Government* Provincial Archives of Saskatchewan (306) 787-0734 recordhelp@archives.gov.sk.ca www.saskarchives.com

More information

So you're thinking of becoming an RTO?

So you're thinking of becoming an RTO? So you're thinking of becoming an RTO? One of the first questions you need to ask is... why? Have you considered the compliance costs and risks? What is the business case for your decision? Are you going

More information

RECORDS AND INFORMATION MANAGEMENT AND RETENTION

RECORDS AND INFORMATION MANAGEMENT AND RETENTION RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and

More information

Records Management Policy.doc

Records Management Policy.doc INDEX Pages 1. DESCRIPTORS... 1 2. KEY ROLE PLAYERS... 1 3. CORE FUNCTIONS OF THE RECORDS MANAGER... 1 4. CORE FUNCTIONS OF THE HEAD OF REGISTRIES... 1 5. PURPOSE... 2 6. OBJECTIVES... 2 7. POLICY... 2

More information

National Recognition and Credit Transfer Policy

National Recognition and Credit Transfer Policy National Recognition and Credit Transfer Policy Purpose This policy ensures that Vocation RTO s have arrangements in place to: Recognise the AQF qualifications and statements of attainment issued to students

More information

OFFICIAL. NCC Records Management and Disposal Policy

OFFICIAL. NCC Records Management and Disposal Policy NCC Records Management and Disposal Policy Issue No: V1.0 Reference: NCC/IG4 Date of Origin: 12/11/2013 Date of this Issue: 14/01/2014 1 P a g e DOCUMENT TITLE NCC Records Management and Disposal Policy

More information

RTO Delegations Guidelines

RTO Delegations Guidelines RTO Delegations Guidelines ISBN 0 7594 0389 9 Victorian Qualifications Authority 2004 Published by the Victorian Qualifications Authority This publication is copyright. Apart from any use permitted under

More information

3. Ensure the management of information is compliant with legislative requirements to maximise the benefits and minimise risks;

3. Ensure the management of information is compliant with legislative requirements to maximise the benefits and minimise risks; Enterprise Content Management (ECM) Policy Version Information A. Introduction Purpose 1. Outline and articulate the strategy for enterprise content management across Redland City Council (RCC). This document

More information

Non-Profit Records Management Tool Kit

Non-Profit Records Management Tool Kit Non-Profit Records Management Tool Kit January 2013 Contents Introduction.... 3 Generally Accepted Record Keeping Principles.... 4 What is a Record?.... 5 File Maintenance.... 6 Classifying a Record.....8

More information

Audit report VET Quality Framework

Audit report VET Quality Framework Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation ORGANISATION DETAILS Organisation s legal name Australian Skills Group Pty

More information

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO)

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO) ORGANISATION DETAILS Organisation s legal name Australasian Lawrence Aged Care College Pty Ltd Trading name/s As Above RTO number 21872 CRICOS number 02933E AUDIT TEAM Lead auditor Auditors Technical adviser/s

More information

Corporate Records Management Policy

Corporate Records Management Policy Corporate Records Management Policy Introduction Part 1 Records Management Policy Statement. February 2011 Part 2 Records Management Strategy. February 2011 Norfolk County Council Information Management

More information

Disposal Schedule for Functional records of the Electricity Supply Industry Expert Panel

Disposal Schedule for Functional records of the Electricity Supply Industry Expert Panel Disposal Schedule for Functional records of the Electricity Supply Industry Expert Panel Disposal Authorisation No. 2370 TABLE OF CONTENTS INTRODUCTION page4 Archives legislation page 4 Schedule elements

More information

Audit report VET Quality Framework Initial registration as a national VET regulator (NVR) registered training organisation

Audit report VET Quality Framework Initial registration as a national VET regulator (NVR) registered training organisation Audit report VET Quality Framework Initial registration as a national VET regulator (NVR) registered training organisation ORGANISATION DETAILS Organisation s legal name Trading name/s Broadband Connect

More information

Information and records management. Purpose. Scope. Policy

Information and records management. Purpose. Scope. Policy Information and records management NZQA Quality Management System Policy Purpose The purpose of this policy is to establish a framework for the management of corporate information and records within NZQA.

More information

West Chester University Records Management Policy

West Chester University Records Management Policy 1. Introduction West Chester University is committed to effective records management to preserve its history, meet legal standards, optimize the use of space, minimize the cost of record retention, and

More information

1.03.801 ADVERTISING AND MARKETING

1.03.801 ADVERTISING AND MARKETING 1.03.801 ADVERTISING AND MARKETING This policy is applicable to: All IRT College employees and/or Third Parties acting on behalf of IRT College. DISCLAIMER The information contained in this document remains

More information

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO)

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO) ORGANISATION DETAILS Organisation s legal name Health Courses Australia Pty Ltd Trading name/s Health Courses Australia RTO number 32412 CRICOS number AUDIT TEAM Lead auditor Auditors Technical adviser/s

More information

Life Cycle of Records

Life Cycle of Records Discard Create Inactive Life Cycle of Records Current Retain Use Semi-current Records Management Policy April 2014 Document title Records Management Policy April 2014 Document author and department Responsible

More information

Records Management. 1. Introduction. 2. Strategic Plan Desired Outcomes

Records Management. 1. Introduction. 2. Strategic Plan Desired Outcomes Records Management Classification: Policy Name: First Issued / Approved: Last Reviewed: Council Policy Records Management 13/9/2011, CCS0036 12 August 2014, Cl9829 24 February 2015, C10054 Next Review:

More information

What NHS staff need to know

What NHS staff need to know St George s Healthcare NHS NHS Trust Surrey Health Informatics Service Sussex Health Informatics Service Records Management Explained What NHS staff need to know A guide to Records Management Contents

More information

Standards for Accredited Courses

Standards for Accredited Courses Standards for Accredited Courses Commonwealth of Australia October 2007 This work is copyright. It may be reproduced in whole or in part for study or training purposes, subject to the inclusion of an acknowledgement

More information

ANU Electronic Records Management System (ERMS) Manual

ANU Electronic Records Management System (ERMS) Manual ANU Electronic Records Management System (ERMS) Manual May 2015 ERMS Manual May 2015 1 Contents The ERMS Manual 1. Introduction... 3 2. Policy Principles... 3 3. The Electronic Records Management System...

More information

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO)

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO) ORGANISATION DETAILS Organisation s legal name Service to Youth Council Inc Trading name/s Training Prospects RTO number 40053 CRICOS number AUDIT TEAM Lead auditor Auditors Technical adviser/s Dan Nicholas

More information

Territory Records (Records Disposal Schedule Disaster Recovery (Human Services) Records) Approval 2005 (No 1)

Territory Records (Records Disposal Schedule Disaster Recovery (Human Services) Records) Approval 2005 (No 1) Australian Capital Territory Territory Records (Records Disposal Schedule Disaster Recovery (Human Services) Records) Approval 2005 (No 1) Notifiable instrument NI2005 157 made under the Territory Records

More information

Competency Completion Online System Guide

Competency Completion Online System Guide Competency Completion Online System Guide Commonwealth of Australia July 2008 This work is copyright. It may be reproduced in whole or in part for study or training purposes, subject to the inclusion of

More information

September 28 2011. Tsawwassen First Nation Policy for Records and Information Management

September 28 2011. Tsawwassen First Nation Policy for Records and Information Management Tsawwassen First Nation Policy for Records and Information Management September 28 2011 Tsawwassen First Nation Policy for Records and Information Management Table of Contents 1. RECORDS AND INFORMATION

More information

Initial registration as a national VET regulator (NVR) registered training organisation (RTO)

Initial registration as a national VET regulator (NVR) registered training organisation (RTO) ORGANISATION DETAILS Organisation s legal name/s Trading name/s EZY PEZY AUSTRALIA PTY LTD Formation Training AUDIT TEAM Lead auditor Auditors Technical adviser/s Pauline Bowtell Anthony Barkey N/A AUDIT

More information

CORPORATE RECORDS MANAGEMENT POLICY

CORPORATE RECORDS MANAGEMENT POLICY 1.1 Introduction Derbyshire County Council is dependent on its records to operate efficiently and to account for its actions. This policy defines a structure for Derbyshire County Council to ensure that

More information

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO)

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO) ORGANISATION DETAILS Organisation s legal name Education Training & Employment Australia Pty Ltd Trading name/s Education Training & Employment Australia Pty Ltd RTO number 5089 CRICOS number 02925E AUDIT

More information

Information Management Policy

Information Management Policy Title Information Management Policy Document ID Director Mark Reynolds Status FINAL Owner Neil McCrirrick Version 1.0 Author Deborah Raven Version Date 26 January 2011 Information Management Policy Crown

More information

Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation

Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation Audit report VET Quality Framework Continuing registration as a national VET regulator (NVR) registered training organisation ORGANISATION DETAILS Organisation s legal name Trading name/s Access Training

More information

NCI-Frederick Safety and Environmental Compliance Manual 03/2013

NCI-Frederick Safety and Environmental Compliance Manual 03/2013 E-1. Records Management I. Scope The Records Management Office maintains a comprehensive records management system meeting regulatory and contractual requirements ensuring documentation is readily accessible.

More information

Records Management Plan. April 2015

Records Management Plan. April 2015 Records Management Plan April 2015 Prepared in accordance with the Public Records (Scotland) Act 2011 and submitted to the Keeper of the Records of Scotland for their agreement on 28 April 2015 (Revised

More information

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO)

Continuing registration as a national VET regulator (NVR) registered training organisation (RTO) ORGANISATION DETAILS Organisation s legal name Complex Institute of Education Pty Ltd Trading name/s Complex Training Academy RTO number 21009 CRICOS number Status allowed to lapse in 2013 AUDIT TEAM Lead

More information

Council Policy. Records & Information Management

Council Policy. Records & Information Management Council Policy Records & Information Management COUNCIL POLICY RECORDS AND INFORMATION MANAGEMENT Policy Number: GOV-13 Responsible Department(s): Information Systems Relevant Delegations: None Other Relevant

More information

St John Ambulance Australia. Student information handbook

St John Ambulance Australia. Student information handbook St John Ambulance Australia Student information handbook Contents Welcome... 2 About your training... 3 Course delivery... 3 Course fees... 3 Unique Student Identifier... 3 Student support... 3 Student

More information

Records Management Policy

Records Management Policy Records Management Policy Policy Reference Number Responsible Department Related Policies 34CP Corporate & Community Services Code of Conduct for Elected Members, Code of Conduct for Employees, Internet,

More information

Complying with the Records Management Code: Evaluation Workbook and Methodology. Module 8: Performance measurement

Complying with the Records Management Code: Evaluation Workbook and Methodology. Module 8: Performance measurement Complying with the Records Management Code: Evaluation Workbook and Methodology Module 8: Performance measurement Module 8: Performance measurement General 10.1 Many of the questions in the earlier modules

More information

Records and Information Management. General Manager Corporate Services

Records and Information Management. General Manager Corporate Services Title: Records and Information Management Policy No: 057 Adopted By: Chief Officers Group Next Review Date: 08/06/2014 Responsibility: General Manager Corporate Services Document Number: 2120044 Version

More information

STUDENT HANDBOOK Part A All Students Section 3 Pre-Enrolment Information, Certificates, Fees and Refunds

STUDENT HANDBOOK Part A All Students Section 3 Pre-Enrolment Information, Certificates, Fees and Refunds STUDENT HANDBOOK Part A All Students Section 3 Pre-Enrolment Information, Certificates, Fees and Refunds Foreword to International Students These policies and procedures on pre-enrolment information, fees

More information

Going Home Staying Home

Going Home Staying Home Going Home Staying Home Guidelines for exiting service providers Disposal and storage of client records for which there is no consent to transfer 18 July 2014 Table of Contents 1 PURPOSE... 3 2 CONTEXT...

More information

Records Disposal Schedule Construction Management Department of Construction and Infrastructure

Records Disposal Schedule Construction Management Department of Construction and Infrastructure Records Disposal Schedule Construction Management Department of Construction and Infrastructure Disposal Schedule No. 2010/4 July 2010 Page 1 For information and advice, please contact NT Records Service

More information

Australian Transport Council. National Standard for the Administration of Marine Safety SECTION 5

Australian Transport Council. National Standard for the Administration of Marine Safety SECTION 5 Australian Transport Council National Standard for the Administration of Marine Safety SECTION 5 APPROVAL AND AUDITING OF REGISTERED TRAINING ORGANISATIONS August 2008 First Published: August 2008 Endorsed

More information

FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT

FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT FREEDOM OF INFORMATION (SCOTLAND) ACT 2002 CODE OF PRACTICE ON RECORDS MANAGEMENT November 2003 Laid before the Scottish Parliament on 10th November 2003 pursuant to section 61(6) of the Freedom of Information

More information

Records Disposal Schedule. NT Fleet Management. Department of Corporate and Information Services. Disposal Schedule No. 2004/2

Records Disposal Schedule. NT Fleet Management. Department of Corporate and Information Services. Disposal Schedule No. 2004/2 DISPOSAL SCHEDULE FOR RECORDS OF THE NT FLEET SEPTEMBER 2003 Records Disposal Schedule NT Fleet Management Department of Corporate and Information Services Disposal Schedule No. 2004/2 June 2004 For information

More information

Digital Continuity Plan

Digital Continuity Plan Digital Continuity Plan Ensuring that your business information remains accessible and usable for as long as it is needed Accessible and usable information Digital continuity Digital continuity is an approach

More information

Records Management Policy

Records Management Policy Records Management Policy Responsible Officer Chief Operating Officer Approved by Vice-Chancellor Approved and commenced April, 2014 Review by April, 2017 Relevant Legislation, Ordinance, Rule and/or Governance

More information

Records Management Policy

Records Management Policy Records Management Policy Business Records exist in a variety of forms, including physical and electronic form. The foundation produces, receives, stores and destroys a large number of Business Records

More information

Initial registration as a national VET regulator (NVR) registered training organisation (RTO)

Initial registration as a national VET regulator (NVR) registered training organisation (RTO) ORGANISATION DETAILS Organisation s legal name/s Trading name/s Advanced Training Institute Pty Ltd AUDIT TEAM Lead auditor Auditors Technical adviser/s Robert East AUDIT DETAILS Application number/s 1032423

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY ADOPTED BY COUNCIL 13 JUNE 2006 REVIEWED BY COUNCIL 6 NOVEMBER 2006 REVIEWED BY COUNCIL 10 MAY 2010 1. INTRODUCTION The State Records Act 1997 governs the obligations and responsibilities

More information

User Guide to Retention and Disposal Schedules Council of Europe Records Management Project

User Guide to Retention and Disposal Schedules Council of Europe Records Management Project Directorate General of Administration Directorate of Information Technology Strasbourg, 20 December 2011 DGA/DIT/IMD(2011)02 User Guide to Retention and Disposal Schedules Council of Europe Records Management

More information

Scope and Explanation

Scope and Explanation The Moray Council Retention & Disposal Schedule for documents and records [paper and electronic] Scope and Explanation 1 Document Control Sheet Name of Document: The Moray Council Records Retention Schedule

More information

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 RECORDS AND INFORMATION Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 PURPOSE Penn West recognizes that responsible

More information

Disposal Schedule for Functional records of Retirement Benefits Fund. Disposal Authorisation No. 2416

Disposal Schedule for Functional records of Retirement Benefits Fund. Disposal Authorisation No. 2416 Disposal Schedule for Functional records of Retirement Benefits Fund Disposal Authorisation No. 2416 TABLE OF CONTENTS INTRODUCTION Page 4 Archives legislation Page 4 Schedule elements and arrangement

More information

Polices and Procedures

Polices and Procedures The University of British Columbia Land and Building Services Polices and Procedures Prepared by: Robson Agnew Approved by: Geoff Atkins Records and Information Management I-A-29 Issue Date: Aug. 20, 2007

More information

Microsoft SharePoint and Records Management Compliance

Microsoft SharePoint and Records Management Compliance Microsoft SharePoint and Records Management Compliance White Paper Revision: 2 Date created: 20 February 2015 Principal author: Nigel Carruthers-Taylor, Principal, icognition Reference: 15/678 Summary

More information

Can ISO 9001 become the Babel fish for aligning the plethora of compliance requirements? Ron Mazzachi, Martin Andrew, Craig Ottaway

Can ISO 9001 become the Babel fish for aligning the plethora of compliance requirements? Ron Mazzachi, Martin Andrew, Craig Ottaway Can ISO 9001 become the Babel fish for aligning the plethora of compliance requirements? Ron Mazzachi, Martin Andrew, Craig Ottaway Standards in Legislation The Australian Government s ComLaw Website shows

More information

Records Authority. Department of Health Private Health Insurance

Records Authority. Department of Health Private Health Insurance Records Authority 2012/00651438 Department of Health Private Health Insurance 2013 This is an accurate reproduction of the authorised records authority content, created for accessibility purposes CONTENTS

More information

BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY

BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY BRIDGEVALLEY COMMUNITY AND TECHNICAL COLLEGE OPERATING POLICY Effective Date Subject Number Page September 14, 2014 RECORDS RETENTION GUIDELINES E-OP-8-14 1 of 11 Supersedes/Supplements: Reference: BC

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY Reference number RM001 Approved by Information Management and Technology Board Date approved 23 rd November 2012 Version 1.1 Last revised July 2013 Review date May 2015 Category Records Management Owner

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY PURPOSE The purpose of this policy is to: Assist departments in effective utilization of space and efficient information retrieval; Establish guidelines for disposal of records;

More information

State of Montana E-Mail Guidelines

State of Montana E-Mail Guidelines State of Montana E-Mail Guidelines A Management Guide for the Retention of E-Mail Records for Montana State Government Published by the: Montana State Records Committee Helena, Montana September 2006 Based,

More information

State Records Office Guideline. Management of Digital Records

State Records Office Guideline. Management of Digital Records State Records Office Guideline Management of Digital Records An Information Management Guideline for State Organizations Version 2 January 2015 www.sro.wa.gov.au Contents GLOSSARY... 2 PURPOSE... 5 BACKGROUND...

More information

How To Preserve Email Records In Mississippi

How To Preserve Email Records In Mississippi EMAIL MANAGEMENT GUIDELINES FOR COUNTIES AND MUNICIPALITIES 1. Purpose The purpose of these guidelines is to ensure that the electronic mail records of county and municipal government officials and employees

More information

9. GOVERNANCE. Policy 9.8 RECORDS MANAGEMENT POLICY. Version 4

9. GOVERNANCE. Policy 9.8 RECORDS MANAGEMENT POLICY. Version 4 9. GOVERNANCE Policy 9.8 RECORDS MANAGEMENT POLICY Version 4 9. GOVERNANCE 9.8 RECORDS MANAGEMENT POLICY OBJECTIVES: To establish the framework for, and accountabilities of, Lithgow City Council s Records

More information