Establishment of offshore campus, international partnerships and collaboration records management instruction

Instruction statement

To provide guidance to staff on University records that must be registered in TRIM during the establishment of a new RMIT international partnership and collaboration. These Instructions are aimed at University staff tasked with the responsibility of establishing a new RMIT international partnership and/or collaboration.

Instruction steps and actions

1. PURPOSE

The following steps must be followed for the management of records created during the establishment of a new RMIT international partnership and/or collaboration. Examples of University records that must be created and captured during this phase are documented in these Instructions.

2. WHAT RECORDS MUST BE CAPTURED

As per the Records management policy, all University records must be captured in TRIM (refer to the definition of a ‘University record’). A list of the types of records common to establishment are noted below:

  • Committee Records (including Project Control Boards and Implementation Task Forces): includes all agenda, minutes , papers and reports generated by Project Control Boards or other decision making committees directly involved with the establishment.
    Records of this type must be managed in accordance with Committee and board records management instructions.
  • Contracts and Agreements: includes all contracts, agreements and other legal documents relating to the constitution and establishment of the new entity, such as constitution, memorandum of association, certificate of registration, or articles of association.
    Records of the type must be managed in accordance with the Agreements and contracts records management instruction and the International partnerships and collaborations – agreements lifecycle procedure.
  • Registration and Regulatory Records: includes documents evidencing government regulatory authority requirements and related records.
  • Official Incoming, Internal and Outgoing Correspondence (including advice about establishment): includes all correspondence sent to an external source (e.g. government, another university, external partner, supplier / contractor, member of the public, etc.) as an official response or action from a member of the University generally in response to external incoming correspondence. Examples include: letters, emails, reports, tender submissions, expressions of interest submitted by RMIT, tax and legal advice, other correspondence effecting decision making concerning the establishment.
    Records of this type must be managed in accordance with the Correspondence records management instruction.

3. RETENTION / DISPOSAL OF ESTABLISHMENT RECORDS

Refer to the Records retention and disposal procedure for advice regarding retention and disposal of records.

It is possible to retain records in electronic format only (i.e. without master hard copy paper sets). Please refer to Digitisation of RMIT records procedure and contact the Information Management for further advice.

4. RESPONSIBILITY FOR REGISTERING AND CAPTURING ESTABLISHMENT RECORDS

Responsibility for registering and capturing these records in TRIM lies with the parties responsible for the management of the project to establish the RMIT offshore campus, international partnership or collaboration. Where the document needs authorisation from several signatories, in accordance with the Delegations policy, responsibility for scanning and attaching the final signed version of a document will reside with the administrative representative of the office of the final signatory.

5. COMPLIANCE MONITORING

The Information Management will conduct regular audits to ensure that the final signed copy of the document is captured in TRIM, and the responsible area must attach to the TRIM record (where a signature is required).

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