Information and records are key strategic assets at the core of public sector business and Commercial LegislationCompanies Act 1993 includes provisions requiring the maintenance of a share register (s87-94), company records (s189-191), accounting records (s194), and audit and reporting obligations. Ensure assessments or audits can test management controls, including information integrity. NZ health system . Related Policies, Procedures and Forms. Document the process for managing information and records in diverse system environments. Ensure that assessments or audits can test that access controls are implemented and maintained. Procedures Clinical Records Management Policy. The Act is of prime importance and should be clearly understood by all information management professionals.Employment LegislationEmployment Contracts Act 1991 contains recordkeeping requirements for redundancy of employment records (s47). It sets out the minimum level of compliance that organisations must meet. The Standard is. Develop plans to improve and grow the company This standard is designed to support organisations to meet their obligations under the Public They help organisations plan for and achieve valuable and relevant This includes a Lead Records Management Officer who Key organisations. It also includes specific requirements regarding the creation and accessibility of the Register of Patents. It allows the inspection of company records (s178-179 and s215-218). Information and records should therefore be: readily accessible, understandable and usable, valued as critical to business operations, part of an organisation’s approach to risk management. policy aims to ensure that these records are maintained for as long as they are required to support operational, legal, audit or cultural needs, until their disposal in accordance with an authorised General Disposal Authority (GDA). With the issuing of this standard, the following standards have been revoked as Archives Records Management Policy. ARANZ is an incorporated society, established in 1976, with the aim of promoting the understanding and importance of records and archives in New Zealand. This shall include records of any matters contracted out to independent parties, from whom the University will require any relevant documentation so as to ensure proper record keeping. New Zealand standards: Records Management Standard for the New Zealand Public Sector (2014), S5: Digital Recordkeeping Standard (2010), AS/NZS ISO 13028: 2012, Information and documentation – Implementation Ensure disposal is in line with authorised disposal authorities. Accommodation Public Records Act 2005; Records Management Policy; Staff Code of Conduct; Definitions. Branches are established in Auckland, Canterbury, Central Districts, Otago/Southland, Waikato/Bay of Plenty, and Wellington. (d) The Head of Corporate Records Services is responsible for:(i) Providing advice, guidance and training on recordkeeping practices, policies, procedures and systems. (a) The University shall employ a variety of appropriate recordkeeping systems to meet legislative requirements and the responsibilities detailed in clauses 3 and 4 of this Policy below. Policy Name: Records Management File Name: 2.4.5 Policy No: 2.4.5 Issue Date: Apr 2018 Review Date: Apr 2019 Manual Name: Organisational Section Name: Legal Page 1 of 1 Version No: 4 NOTE: The electronic version of this document is the most current. A policy is a set of rules or principles to be followed in a particular area, eg a leave policy might explain your expectations for staff requesting leave, like applying at least a week in advance. Identify, resolve and document any exceptions to normal business processes that affect information integrity, usability or accessibility. ... New Zealand Postal Address. The Information Asset Catalogue identifies which data and information needs to be protected and processes will be put in place to ensure appropriate protection. Document the responsibility of the business owner. Records must be compliant with the NZ regulatory and accountability environment. Dispose of information and records regularly, and in line with authorised disposal authorities. Document which systems hold information and records of long-term value or archival value, and where they are located. (a) The University of Otago will create full and accurate records of its affairs, in accordance with normal prudent business practice. It also includes specific requirements regarding the creation and accessibility of the Register of Designs. Appraisal is Records Act 2005 (the Act). issued by the Chief Archivist under section 27 of the Public Records Act 2005 (PRA). Document monitoring activities, systems and processes; take corrective actions to address any problems. 1.3 Responsibility for the oversight of information and records management must be allocated to a designated role (the Executive Sponsor) This new requirement clarifies what was implicit in the previous standard. Comprehensive Records Management will Support Risk Management at the University Good recordkeeping practice mitigates risk by reducing the likelihood that the University is Research Note the skills, capabilities and responsibilities in the relevant role descriptions and performance plans. (iii) Accountability by ensuring that records which document important activity are safely retained for an appropriate length of time. A The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with … Preserve and defend our company’s legality 6. [2] As defined in the Guidelines for Protection of Official Information (GCSB) [PDF 537 KB] [3] OECD Council’s Recommendation for Enhanced Access and More Effective Use of Public Sector Information, endorsed by OECD Ministers in June 2008. Note: In SharePoint Online, we've introduced using retention labels to declare content as records, which effectively replaces the need to use the Records Center.If you're using the Records Center, you can continue to use it alongside retention labels. Lincoln University Records Management Policy Page 1 of 7 Lincoln University is an Open Access university. The act requires that identical copies of the published document be provided. 129 KB. An information and records management policy is a statement of intent for managing corporate information and records appropriately. 2.1 RECORDS MANAGEMENT POLICY Date Adopted Next Review Officer Responsible 1 June 2018 1 June 2019 Information Solutions Manager Policy Purpose: This policy establishes the framework within which the Archives of Rotorua Lakes Council will function. This policy has been authorised by the Director and is available to all staff. Records must be retained and properly preserved in an accessible format and in accordance with the General Disposal Authority for New Zealand Universities (GDA) and Archives New Zealand's Information and Records Management Standard. Include the Executive Sponsor’s responsibility in their performance plan. 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