Welcome to the webpage for the Information Audit project.
Information is one of the University’s most valuable resources and, like any valuable resource, needs to be managed effectively so that its full value can be realized.
The Information Audit is a USF funded initiative that provided an opportunity to develop a comprehensive picture of the types of records created by all areas of the University (including paper and electronic). The aim was to use that information to improve the University’s business processes as well as achieve legislative compliance. The knowledge obtained through the Audit has been used to develop the information management tools required to guarantee the approval of the University’s Record Keeping Plan (RKP) and to aid its on-going implementation.
The project aimed to facilitate
• planning for business continuity and disaster preparedness through the development of Vital Records Plan and Vital Records Register;
• the identification of archives and the lawful disposal of non-archival records through the development of a comprehensive Records Disposal Authority;
• legal compliance by ensuring the approval of the University’s RKP; and consequently
• an overall improvement in business efficiency and information retrieval.
The project achieved the following:
• Development of a Vital Record Plan and Vital Record Register (approved October 2007)
• UWA’s RKP approved by the State Records Commission (March 2008)
• The discovery of a number of previously unidentified record types
• Enhancement of the University’s existing classification scheme
• The creation of a draft UWA RDA which was submitted to the State Records Advisory Commission in September 2008.
The Audit also highlighted several serious issues regarding the University’s information management practices which will need to be addressed as part of the RKP’s implementation. These include:
• A widespread use of individual c drives to store corporate information
• A widespread use of email systems (i.e. Outlook, Eudora) to manage email (corporate Information);
• Retrieval is hampered by badly organised information;
• Metadata is often not being created or captured, reducing the administrative and evidential value of information;
• Induction and training for staff in relation to information management is not consistent and often neglected;
• Business rules relating to the capture and creation of information need to be established and promulgated in many areas, and
• Management of sensitive information is mishandled in many areas.
At the time of writing, the Information Audit Officer is waiting for feedback on the draft UWA RDA from the State Records Office. During this time, the following tasks will be addressed:
• Review and update the Vital Records Register, and
• Review and update the records of controlled entities and affiliated agencies to ensure that they are adequately captured and managed.
Need more information?
For all matters concerning the Information Audit, please contact the Information Audit, Project Officer, Narelle Crichton on:
Email – narelle.crichton@uwa.edu.au
Ext - 8663
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