Records Management and Advisory Services

RMAS

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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 the University’s records are kept safe and secure within the University approved Electronic Document and Records Management System (EDRMS) called TRIM (HPE Content Manager). 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
  • advice on record keeping 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 TRIM (HPE Content Manager).

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. More information about record keeping is available in the Systems Training Hub.

* 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
  • account for its actions and decisions when required to do so.

While we recognise there are many different systems of records at the University, RMAS supports all staff with record keeping and information on how to use TRIM (HPE Content Manager), the University's corporate records management system for high risk and high value records.. This support includes:

eLearning Modules

The eLearning modules are an introduction to record keeping and TRIM (HPE Content Manager). They have been developed to assist users with an easily accessible, on-demand option to learn the system. Each of these modules are two to three minutes long and can be completed as many times as required. All modules are accessible at https://uq.cls.janison.com by using your single sign on details to log in.     

Record Keeping guides

More than 70 user guides are provided within TRIM (HPE Content Manager). They can be located from within the system by searching for record number F19/40817 (you'll access a folder called KNOW HOW - Education and Awareness - UQ Information Systems - Micro Focus Content Manager TRIM - How To Guides​) or by title words Record Keeping Guide and TRIM.

Systems Training Hub

The Systems Training Hub is a centralised learning area for University staff. Here, RMAS provides detailed information (and links to more) about record keeping and TRIM. You can access this information by selecting this link.  

Customer Service

The RMAS team is happy to help with all your enquiries and training needs. Email the team uqcentralrecords@uq.edu.au 

Contact Us

Advice and information requests
Email: uqcentralrecords@uq.edu.au
Phone: +61 7 336 52878

Staff file requests
Email: staffregistry@uq.edu.au
Phone: +61 7 336 52878

Document registration

Student emails for registration
Email: recordsmanagement@uq.edu.au

Electronic documents for registration (non-student)
Email: uqcentralrecords@uq.edu.au