Committee and board records management instruction

Instruction statement

To provide guidance to staff regarding the registration and capture in TRIM of University Committee and Board Papers. These Instructions relate to university records created or managed by or on behalf of the University. These Instructions apply to all University operations including those of RMIT University controlled entities, outsourced providers, offshore partners and any contractor or other body engaged by RMIT.

Instruction steps and actions

The following steps must be followed when managing Committee and Board papers and any associated records in TRIM.

Within the instructions below are references to sections within the TRIM Desktop Client User Procedures Manual (TRIM Manual) (PDF 5MB, 104 p). In these instances, follow the instructions provided within the relevant section of the TRIM Manual - these references will be in bold and italics.

1. WHAT CONSTITUTES COMMITTEE AND BOARD RECORDS

The following documents are examples of committee and board records and are to be registered and captured in TRIM as an RMIT Internal Document (INT) document type:

  • Minutes
  • Agenda
  • Papers submitted
  • Terms of Reference
  • Circulatory resolutions
  • Membership documentation
  • Meeting date schedules.

Examples of the committees and boards covered include:

  • Council and its Committees
  • Academic Board and its Committees
  • Management Committees (eg. Vice-Chancellor’s Executive Meeting [VCEM])
  • Statutory / Regulatory Standing Committees (eg Student-Staff Consultative Committees).
  • Controlled Entity Boards and Committees
  • School / Workgroup Committees / Sub-committees.

2. RESPONSIBILITY FOR REGISTERING AND CAPTURING COMMITTEE AND BOARD RECORDS

Responsibility for registering and capturing Committee and Board records in TRIM lies with the area that provides secretarial services for the Committee or Board. The records can be captured upon creation as single records or as a bundled set before or after a meeting. If you intend to provide access directly from TRIM to papers or documents that make up the set of documents for a particular meeting, the best approach is to capture each document individually in TRIM. This will allow you to assign access controls to individual documents.

3. RETENTION / DISPOSAL OF COMMITTEE AND BOARDS RECORDS

Refer to the Retention and Disposal Procedure for advice regarding retention periods for records. It may be possible to retain records in electronic format only (i.e. without master hard copy paper sets). Please refer to Digitisation of Records Procedure and contact the Records Management Unit for further advice.

4. CREATING A NEW FOLDER

Prior to capturing Committee and Board records in TRIM, you need to have an appropriate File and Folder to house the records. Refer to Section 7 of this Instruction. Only Information Management staff can create files. Below are instructions on how to complete the TRIM fields when setting up a new folder:

  • Classification – the classification applied to Committee and Board folders is University Management & Governance - Committees and Boards. If this is the first time you are adding this, click on the Kwik Select icon ID=w9x03iw7w1ts.png and navigate to find the terms.
  • Title (Free Text Part) – refer to the instructions under Section 6 below for assistance with determining a suitable approach.
  • File - enter the TRIM Record Number for the File that this folder will sit under. Refer to the instructions under Section 6 for more information depending on the approach taken when the high level committee file was created.
  • Security - will default to Unclassified.
  • Access Control - The access control needs to mimic that applied to the file. Refer to 16.00 Applying Security to Records within the TRIM Manual.
  • Retention Schedule – this will inherit from the Classification Term selected. Do Not Alter.
  • Home Location – this will default to RMIT University. Do Not Alter.
  • Enclose – click inside the box so a tick appears.
  • Document Date – the date will default to today’s date. If you creating folders for individual meetings, the document date should reflect the meeting date.
  • Date Closed – this should remain empty until all documents to be added to the folder have been added.
  • Country – this should remain empty as this is not used for these types of folders.

Once you have completed the fields, click OK to save the Folder.

5. STEP BY STEP INSTRUCTIONS FOR RECORDS CAPTURE

There are two approaches to capturing committee and board papers in TRIM; one involves capturing each individual document as a separate record, and another involves bundling the documents as a set of papers for a given meeting. For instructions on setting up a suitable container structure, refer to Section 3 above. For instructions on the capture of document, refer to the instructions below for the different scenarios.

5.1 Option 1 – Individual Records

When taking this approach, it is recommended that folders be created in TRIM based on each meeting number and date for a given year so as to capture all the records pertaining to each individual meeting (see Section 7 for folder titling recommendations). Contact your Power User or Records Management Unit and provide a list of meetings at the beginning of each year (when the meeting dates are confirmed) so that folders can be created accordingly.

(1) Register each document that forms part of the committee papers, when they are received or created by the secretary of the committee, as a separate record in TRIM. Refer to 6.01 Registering a New Document in TRIM and follow the relevant links to RMIT Internal Document Data Entry Rules within the TRIM Manual, completing the fields as follows:

  • Record Tile - follow Appendix 1 – TRIM Record Titling Conventions for Common RMIT Record Types for Committee Records within the TRIM Manual.
  • Document Date – enter the date of the committee meeting or the save date if document to be attached is in native format i.e. word, excel.
  • Record Responsibility – enter the name or position title of the RMIT staff member responsible for the record. In most cases this would be the secretary of the committee.
  • RMIT Author – enter the name of the person who wrote the document, if this is known, or the Secretary of the Committee.
  • RMIT Addressee – enter the RMIT Committee name to this field, for example: ID=wiy6qyrps0xw.png
  • Other Contact – leave this field blank
  • Current Location – do not alter.
  • File / Folder / Sub-Folder – enter the TRIM Record Number for the folder for the committee meeting in question. These folders should be available from your favourite records list. To view this list, click on the KwikSelect Icon ID=w9x03iw7w1ts.png , then click on the Favourite Records Icon
  • Security – do not alter; this will be based on the File / Folder / Sub-Folder that the document has been contained in.
  • Access Control – do not alter; this will be based on the File / Folder / Sub-Folder that the document has been contained in.

(2) Once you have completed the registration process outlined above, insert the generated TRIM Record Number into the document footer. At a minimum, the TRIM Record Number should be handwritten on the document prior to photocopying and distribution.

(3) Capture the document in TRIM by referring to 6.04 Attaching Electronic Document to TRIM Record using Drag and Drop within the TRIM Manual for instructions. It is preferable that this to be done once the final approved version of the document as delivered in the meeting is available. If part of the finalisation / approval process involves acquiring a signature from an authorised officer, a scanned version of the document in format is required.

(4) Where applicable, file the master hard copy version of the approved papers.

5.2 Option 2 – Bundling Records

It is recommended that when taking this approach, the papers will be bundled / combined as a text searchable (OCR) .PDF either before or after the meeting depending on how the papers are distributed. When taking this approach, it is recommended that folders be created in TRIM for each year. The Manager, Records Management Unit or your local Power User can create these folders.

(1) Register the combined agenda and papers for the meeting as a single TRIM record. Refer to 6.01 Registering a New Document in TRIM and follow the relevant links to RMIT Internal Document Data Entry Rules within the TRIM Manual, completing the fields as follows:

  • Record Tile – follow Appendix 1 – TRIM Record Titling Conventions for Common RMIT Record Types within the TRIM Manual.
  • Document Date – enter the date of the committee.
  • Record Responsibility – enter the name or position title of the RMIT staff member responsible for the record. In most cases this would be the secretary of the committee.
  • RMIT Author – enter the name of the person who wrote the document, if this is known, or the secretary of the committee.
  • RMIT Addressee – enter the RMIT Committee name to this field, for example: ID=wiy6qyrps0xw.png
  • Other Contact – leave this field blank
  • Current Location – do not alter.
  • File / Folder / Sub-Folder – enter the TRIM Record Number for the folder for the committee meeting in question. These folders should be available from your favourite records list. To view this list, click on the KwikSelect Icon ID=w9x03iw7w1ts.png , then click on the Favourite Records Icon
  • Security – do not alter; this will be based on the File / Folder / Sub-Folder that the document has been contained in.
  • Access Control – do not alter; this will be based on the File / Folder / Sub-Folder that the document has been contained in.

(2) Once you have completed the registration process outlined above, insert the generated TRIM Record Number into the document footer prior to printing the document in preparation for distribution. At a minimum, the TRIM Record Number should be handwritten on the document prior to photocopying and distribution.

(3) Capture the document in TRIM by referring to 6.04 Attaching Electronic Document to TRIM Record using Drag and Drop within the TRIM Manual for instructions. It is preferable that this be done once the final approval version of the document, as delivered in the meeting, is available.

(4) Where applicable, file the master hard copy version of the approved papers.

6. FILING OF COMMITTEE AND BOARD RECORDS

Wherever possible, the TRIM file and folder structure should replicate the hard copy file structure, or the windows folder structure where the records are created and managed on a shared drive. TRIM allows for two levels of containers: file and folder. The Information Management assigns access controls to files based on the membership of the committee provided by the Secretary or Chairperson of the Committee. Access will also be provided to the support staff for the Committee members. The structure of containers will be dependent on the approach to capturing the documentation, whether it is as individual records at point of creation or a bundled package of records.

A) File Titling ID=tp3ldc56m6j51.png

Either of the two approaches below can be applied depending on how the records are to be captured in TRIM (NOTE: only Records Management Unit Staff can create Files in TRIM).

(I) Name of the Committee and date range for the papers within the file for example: “International Advisory Committee Papers 2013”. For this approach, a new file will need to be created annually i.e. ID=njmlcc56m6j51.png

(II) OR, you could title a file with the record name only. For example: “International Advisory Committee” then create either annual folders or folders based on individual meetings within the file i.e. ID=cdj6cc56m6j51.png

B) Folder Titling ID=hfp3dc56m6j51.png

Either of the two approaches below can be applied depending on how the records are to be captured in TRIM (NOTE: Information Management staff can create Folders or assign the ability to create Folders to TRIM users).

(I) At a minimum, the title should be the name of the Committee and the year of the contents of the folder, for example, “International Advisory Committee Papers 2013”. This is the best approach when you are bundling all the records for a given meeting as one (usually PDF or PDF/A) and should be used when point (II) under File Titling above has been used, i.e. ID=la8u2tfchqva1.png

(II) OR, where each individual document is being captured or a mix of individual and bundled records (for example Agenda, Minutes and a bundle of papers), then the folder should be based on the committee and the number and date of the meeting, i.e. ID=w6z82tfchqva1.png

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