Digitisation of RMIT records procedure

Intent

  • To establish processes that must be followed by the RMIT Group or its agents, to convert hard copy documents to digital format, and the subsequent disposal of the source documents.
  • To establish that records, digitised in accordance with this procedure, are then regarded as the official RMIT record.
  • To identify digitisation opportunities that will reduce RMIT records storage costs.
  • To ensure compliance to legislation (outlined in the related documents section below).

Scope

This procedure relates to RMIT records created or managed by or on behalf of RMIT. This procedure applies to all RMIT operations including those of the RMIT Group, outsourced providers, offshore partners and any contractor or other body engaged by RMIT.

This procedure applies to all digitisation activities irrespective of the age of the records or whether the records are sentenced as temporary or permanent under standards issued under the provisions of the Public Record Office of Victoria.

Exclusions

This procedure does not apply where:

  • The paper original is to be retained as the official RMIT record after digitisation (i.e. the digitised copy is purely an access copy).
  • The records are ‘born digital’.

The following source records are exempt from digitisation (other than to facilitate access as noted above):

  • Where the electronic version cannot clearly and accurately reproduce the original. This will apply to paper records that have seals or other physical objects attached.
  • Artworks, artefacts, gifts and other three dimensional objects.
  • Records where the physical form has potential historical significance in its own right.

Procedure

1. Converted records as evidence

Converted RMIT records can legally be provided as evidence in court, as long as this procedure is followed correctly. Adherence to this procedure is paramount, as any gaps may lead to the authenticity or reliability of documents tendered into evidence being challenged.

2. Repository for converted records

TRIM is RMIT’s approved Electronic Document and Records Management System (EDRMS). The converted records resulting from the digitisation process documented herein must be captured in TRIM unless another system has been deemed suitable following thorough consultation and approval by the Manager, Records and Archives. TRIM is the preferred RMIT EDRMS and is fully compliant with the requirements of PROS 99/007: Standard for the Management of Electronic Records, and is certified as such by the Public Record Office Victoria.

3. Digitisation project plan

A Digitisation Project Plan Template must be completed for each digitisation project by the initiating area following the instructions within the template. All digitisation projects and associated activity plans / specifications must be submitted to the Manager, Records Management Unit for review and approval. The Manager, Records Management Unit and Archivist must be consulted should assistance be required in completing the digitisation project plan template for a particular project.

Any guidelines related to digitisation should be developed in consultation in Records Management Unit.

The Vice-Chancellor or delegate is responsible for endorsing each project plan before implementation using the Certificate of Compliance – PROV Specification on Digitisation Requirements (PROS 11/07/S1).

4. Destruction of source records

Disposal of source records must be done in accordance with RMIT’s Records Retention and Disposal Procedure and Secure Destruction Procedure and any provisions pertaining to disposal documented in the Digitisation Project Plan Template.

5. Governance and responsibilities

The digitisation procedure and associated forms will be reviewed on a regular basis by the Manager, Records and Archives with input from the Archivist and the Manager, Records Management Unit. The review will take into account any changes in legislation and regulations, in particular changes incorporated into PROV standards and specifications.

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