March 2016 (V5.0) Records & Information Management (RIM) Page 1

Transcription

1 March 2016 (V5.0) Records & Information Management (RIM) Page 1

2 The objectives of this guide are to: Provide guidelines for people who need to use the Curtin Records & Information System (CRIS) to transfer their sentenced inactive records to Records & Information Management (RIM) for either; Storage or Destruction Outline all key processes that people who use CRIS should know about; so that Curtin's information that is no longer in regular use is effectively managed, able to be retrieved and dealt with according to Curtin s recordkeeping procedures and policy. Records & Information Management (RIM) Page 2

3 CONTENTS GETTING STARTED LOGGING ON NAVIGATION CREATING A NEW BOX ENTERING A BOX DESCRIPTION ADDING ITEMS TO A BOX EDITING ITEMS WITHIN A BOX SUBMITTING A BOX FOR STORAGE SUBMITTING A BOX FOR DESTRUCTION CHECKING BOX STATUS SEARCHING FOR BOXES Records & Information Management (RIM) Page 3

4 Once your records have been inactive, (i.e. not used), for two or more years you can transfer them to Records & Information Management (RIM), where we will make sure they are stored appropriately or destroyed in accordance with the disposal authorities. Inactive records are stored in one of our storage areas on the Bentley campus or with our off-site storage provider, Iron Mountain. Records due for destruction are transferred to RIM and destroyed securely. Curtin Records & Information System (CRIS) Important Information - Please Read Before you submit any items to RIM for storage or destruction, the following requirements should be met in order for the boxes to be accepted. Before sending records to RIM check the Disposal Authorities to determine whether the record is due for destruction or transfer into inactive storage. Records that are due for destruction cannot be mixed in the same box as records that are submitted for transfer into inactive storage. Each file/item listed in every box must be allocated the correct Disposal Authority Reference next to it. The DA reference codes can be obtained from the approved Disposal Authority Each file/item has a trigger date. Trigger dates can be determined by referring to the instructions for the code chosen from the Disposal Authority. Records that are still active or semi-active (still being referred to) are not to be placed in storage, if the records are less than two years old they cannot be placed in inactive storage, they must be maintained by the area until the two years is up. Records may be submitted for destruction prior to two years providing that the disposal authority reference requires a retention period of two years or less. Only approved storage boxes may be used. These can be ordered via the online form found at: Documents in lever arch files or box folders should be removed from their housings and the contents placed in suitable manila style folders to maximise storage within each box or bound with string Boxes must not be over packed / under packed or damage to the box can occur. There should be sufficient room to place your hand in the box without effort and the lids must be able to be closed properly. Further information, Disposal Authorities and box order forms are located on our website Records & Information Management (RIM) Page 4

5 Once you have completed the required training you will need to request a user account to access CRIS. To request a user account for CRIS contact Records & Information Management rim@curtin.edu.au To log on: 1. Open your browser and browse to the URL for the login screen: (Consider adding this to your browser favourites for easy access in future.) 2. Enter your account name and password and click (See Image 2.1 on the next page) this will take you to the CRIS home page. (Oasis login) Records & Information Management (RIM) Page 5

6 Image 2.1: Login page Account name is your staff id e.g A. Your password is your Oasis password. If you're having trouble logging in, contact RIM on ext.: 7050 or for assistance. Once you have logged in you will see the Home page. (See Image 2.2 on the next page) Records & Information Management (RIM) Page 6

7 Image 2.2: Home page This will list your name and the area that you are transferring the records for. Please check that these details are up to date. If there are any errors in this information please call RIM on extension 7050 so that we can update your details. Click the Inactive Records Transfer tab Records & Information Management (RIM) Page 7

8 To navigate through CRIS you can click create a new box, use the search functions or click show all tab. (See Image 3.1). Image 3.1: Search Tabs These tabs will take you to the particular action that you wish to perform: Create a new box Search by box number Search for the information in the box description field Search for items within a box Show all ( through this tab you can view or edit all of your boxes) Note: Do not click the BACK arrow on your browser. If this occurs the information that you are currently entering will be lost. Records & Information Management (RIM) Page 8

9 To create a new box in CRIS Click the Create New Box tab Image 4.1: New Inactive Record Box page You can now enter in a description for your box. (See image see next page) Records & Information Management (RIM) Page 9

10 To enter a contents description of your new box complete the following fields: (See Image 5.1) Description of Contents: should have a brief description of the contents of the entire box. (e.g. Undergraduate Student Files) Date Range of Records: year or year range (e.g. yyyy yyyy) Current Location: building & room Number (e.g. building xxx room xxxx where the boxes are currently stored) Type of Content: Please select from the drop down list options Contents Arrangement: Please select from the drop down list options Access Restrictions: this field is not mandatory, only staff in your area will be able to see the boxes that are created within the area; this field is used when the access restriction is required within the department. e.g. Confidential to Director (RIM) Notes: This field can be left blank, or used to describe any important details. Also may be used to communicate with RIM e.g.; fragile contents, box full etc. Records & Information Management (RIM) Page 10

11 Image 5.1: Box description fields: Once entry is complete, click OK To review your box details click View and Edit Boxes. Your new box will appear with a box number. (See Image 5.2) Records & Information Management (RIM) Page 11

12 Image 5.2: Box description: In order to identify your box number and add items to this box click View & Edit this box. Take note of your box number and write it in pencil on the side of the physical box for reference. Records & Information Management (RIM) Page 12

13 Image 5.3: Box details and number: Changing box description If your box details are incorrect, Click then make the necessary changes 1. Click OK. Message to user will read, Thank you. Your changes have been saved Click to add items to this box At this stage box review status will be IN PROGRESS Records & Information Management (RIM) Page 13

14 Once you have created the box description you can begin to add the items to your box. Click to start adding items to this box (see Image 6.1) Image 6.1: Adding items Once in the Add Item screen you will have four fields to complete: Description: Enter a detailed description of the item. The more information you include, the easier it will be to search and retrieve this item in the future. Ensure that your description matches your choice of Disposal Authority (DA) reference code. Folder Title: If your item has a folder title, include it here. Disposal Authority (DA) Code: Use the drop down field to enter the selected DA reference code for your item from the Disposal Authorities. If the item contains multiple subjects use the longest DA reference code or contact RIM for advice. Trigger Date: Is the date from which the disposal period is calculated as stated by the disposal authority reference e.g. last action date, birth date, date of audit. (See Image 6.2 over the page for an example of a completed entry) Records & Information Management (RIM) Page 14

15 Image 6.2: Add item fields Enter the details for your item in these fields This is an example of a general student file 1. Once you have finished and you are satisfied with your entry, Click OK The view returns to the Inactive Records Box Number #. - Add Item page where you can review your entry (see Image 6.3 on next page). Records & Information Management (RIM) Page 15

16 Image 6.3: Add item fields 1. If you need to edit the item, Click the Back to Box #... link and select the item from the Items in This Box listing at the bottom of the page. Refer to chapter 7 Editing items within a box. 2. If the details are correct and you wish to add more items, then click Add Another Item. 3. Note: If the description of the next item is very similar to another item already added to the box (e.g. it only differs by a small detail such as semester or year) then it is possible to create a duplicate of that item. Click the Back to Box #... link. Scroll down to the Items in This Box listing and find the item you wish to copy. Click on the Duplicate button to the right of the item. 4. This will create a duplicate item. Make the necessary changes to the new item then click OK to save the changes. Records & Information Management (RIM) Page 16

17 7. 1. If you need to edit the details of an item in a box, select the item from the Items in This Box listing at the bottom of the Inactive Records Box Number xxx (your box number) page. (See Image 7.1) Image 7.1: Edit item from the box details view 2. Click Edit to change any incorrect details or Delete if you want to remove the item from the box. (The Duplicate button can be used where the descriptions of the items in the box are very similar and only vary by a small detail (eg Semester or unit number). Use the the Duplicate button to create an exact duplicate of the item and then make the detail changes then save the new item.) 3. After editing an item, Click OK to save the changes. Message to user will read, Thank you. Your changes have been saved. 4. Click to return to the list of items in the box. Records & Information Management (RIM) Page 17

18 8. Once you are satisfied with your box and item descriptions, you can submit your box for review. 1. Click the Print box and item details link above the Submit for transfer button. (See Image 8.1) Image 8.1: Link to print box items and details page 2. Print a copy of your submission from this page; this is to be placed inside the box for reference purposes. 3. Click the link at the top left corner of the page (See Image 8.2 over the page) Records & Information Management (RIM) Page 18

19 Image 8.2: Click Back Click to go back Once you have printed your box details click the Submit for Storage button. This will inform RIM staff that your box is ready to be reviewed. The review status of your box will now change from IN PROGRESS to FOR REVIEW if you submit for storage (See Image 8.3) Image 8.3: Review status changed This box is now locked. Do not alter the records inside the box. If you require to make amendments contact RIM on 7050 to unlock the box. Information Officers will then review your submission. When you log in to CRIS always check to see the review status of your box and correct any amendments if required. Records & Information Management (RIM) Page 19

20 Once you are satisfied with your box and all the items are due for destruction, print a copy of your box details, place it in the box and then submit the box for destruction. 1. Click the Print box and item details link above the Submit for destruction button. (See Image 9.1) 2. Print a copy of the box contents and place into the box Image 9.1: Link to print box and item details 3. Click the link at the top left corner of the page Image 9.2: Click Back Records & Information Management (RIM) Page 20

21 4. Once you have printed your box details click the Submit for Destruction Image 9.2: Destruction Authorisation Fill in the authoriser details as requested 5. You will then be required to complete all fields on the Authoriser 1,( Authoriser 2 is optional and only relevant if there is a second person you wish to nominate), click submit for destruction tab. If you do not fill in the mandatory fields the form will not submit. 6. You will then receive and confirming the box has been submitted and the box review status will now read: Destruction Pending Review 7. RIM staff will now review your destruction box. Records & Information Management (RIM) Page 21

22 8. Once reviewed, Information officers will change the status of the box to now read: Destruction Pending Area Head Approval. 9. If amendments are required you will receive an advising you. 10. Your area head authoriser will receive an with a link to take them to the boxes that require approval. Image 9.3 Area Head 11. Click in the link provided in the and login using your Curtin oasis login and password 12. Select Destruction Authorisation tab. 13. The authoriser now has the choice of viewing the box before they make a decision on whether the box is going to be approved or rejected. 14. Once the box is approved the status will change to Pending FOI Approval Records & Information Management (RIM) Page 22

23 Image The user will then receive an saying that the box has been approved by their nominated approver. 16. This box will then be reviewed the Freedom of Information Officer (FOI) and the University Archivist. 17. Once the destruction box and been fully approved and signed off. An Information Officer will be in touch to come and place a yellow sticker on your box, which will be removed by site services and taken to a secure area for physical destruction. When you log in to CRIS always check to see the review status of your box and correct any amendments if required. Records & Information Management (RIM) Page 23

24 10. Boxes in CRIS can have a number of different levels of status: In Progress - box is still being worked on For Review - box has been submitted and is awaiting review by RIM staff Amendments Required - box has been reviewed and requires some changes to be made before it can be accepted Destruction Destruction Pending Review Destruction - Pending Area Head Approval (destruction boxes only) RIM staff are waiting to receive area head approval Destruction - Pending FOI Approval (destruction boxes only) Information Officers have sent the box to the Freedom of Information Officer for Review Destruction - Pending Archivist Approval (destruction boxes only) Freedom of Information Officer has sent the box to the Archivist to Review Approved for Destruction (destruction boxes only) box has been accepted for impending transfer to RIM for secure destruction Destroyed (destruction boxes only) box has been securely destroyed by RIM officers Storage Accepted (storage boxes only) - box has been accepted for impending transfer to central storage Transferred (storage boxes only) box has been transferred to offsite/bentley storage areas To find Information on the status of your boxes click on either one of the tabs in the search function and enter in the relevant details. It is advised that on a regular basis select show all to see whether your boxes have been accepted or require amendments. Identify the box number and check the Records & Information Management (RIM) Page 24

25 Image 10.1: Box status If the review status is Amendments required: 1. Click View and Edit Box for that box number 2. The top of the next screen will have a note informing you of what changes are required (See Image 9.2) Image 10.2: Note stating required amendments A note will state what amendments are required If you have any questions regarding the request, please contact the officer who made the request. 1. Complete the amendments and resubmit the box. (See Submitting a box) Once the Information Officer is satisfied with the submission, the box will be accepted into RIM custody. This will be indicated by the Review Status of the box changing to Destruction - pending review (in this case) and a padlock will be displayed next to that box entry (See Image 10.3 on next page) Records & Information Management (RIM) Page 25

26 Image 10.3: Status Accepted Once a box has been submitted you cannot edit or delete the contents. If you are required to change the box contents after the box has been accepted please contact the information officer dealing with your submission on x This must be done before you add or remove any items from the box you have submitted. This box is now ready for transfer, RIM staff will come to your area and sticker the boxes before they are collected by site services. Records & Information Management (RIM) Page 26

27 To view all the boxes submitted by your department: 1. Go to the tab Image 11.1: Show all tab The Inactive records transfer page for your area will display This page will show the twenty of the most recent box submissions To view more entries 1. Click at the top left of the list Records & Information Management (RIM) Page 27

28 To Search for individual boxes: 1. Go to the Search tab in the top navigation Image 11.2: Search page Here you can choose to search by: Box Number - type in the box number you are looking for and click The box description will be displayed (See Image 11. 3) Image 11.3 : Box number search results Additional searches can be performed by entering a key word into either the box description or item description fields and clicking on. Be sure to click the search icon when searching in any of the fields. If you click the it will take you back to all the boxes that have been created by your department. Records & Information Management (RIM) Page 28