Records Management and Advisory Services


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About Us

The Records Management and Advisory Services team (RMAS) is located within the Information Technology Services (ITS) section of the University. RMAS is responsible for ensuring that the University’s records are kept safe and secure within the University approved Enterprise Document and Records Management System (EDRMS) called HPE Content Manager (TRIM).  The team also provides a range of records management advice and services to all business units within the University. 

Services we provide include:

  • Quality assurance
  • Security & access
  • Records management training
  • Advice on recordkeeping systems design
  • Advice on High Risk, High Value Records and how best to keep them
  • Advice on the storage and disposal of inactive records
  • Transfer of records to the onsite Warehouse
  • Administration of HPE Content Manager (TRIM)

You need to capture any information that is createdreceived or kept to meet:

  • legal requirements–needed for future legal/disciplinary action (e.g. licences, permits, contracts, advice, application assessments)
  • community expectations–value to community groups (e.g. registration forms, reports, protective clothing logs, consultation)
  • business requirements–support decisions and actions (e.g. service contract, general ledger, advice, expenditure approvals).

Make sure you include enough information to ensure the content, context and structure can be trusted as a true and accurate representation of the transactions, activities  or facts that they document.

* Information and Images sourced from Queensland State Archives

Records and Information are created as part of everyday business processes–emails sent and received, tweets posted, photos taken, reports, spreadsheets and documents created. Some information is created automatically by a system or process.

Records contain the information that is needed for our day to day work. Their purpose is to provide reliable evidence of, and information about, 'who, what, when, and why' something happened.

In some cases, the requirement to keep certain records is clearly defined by law, regulation or professional practice. More often, recordkeeping is a matter of policy and good business practice, developed over time and "built into" work processes, to ensure that the organisation can:

  • refer to records of past transactions in order to perform subsequent actions;
  • produce evidence of financial or contractual obligations, to avoid dispute or protect against legal liability;
  • draw on evidence of past events to make informed decisions for the present and future; and
  • account for its actions and decisions when required to do so.

What is High Risk High Value

For access to HPE Content Manager (TRIM)

For all access enquiries please email the following information to the Records Management team:

  • your name, email and UQ login
  • approval from your line manager (if required)
  • any further information including your training requirements

For access to iPortal

Access is automatically granted for users who have access to SI-net.  If you have access to SI-net but do not have access to iPortal, contact the Records Management team.

Contact Us

Advice and information requests
Phone: +61 7 336 52878

Staff file requests
Phone: +61 7 336 52878

Document registration

Student emails for registration

Electronic documents for registration (non-student)