Key Resource University of Melbourne RecordKeeping System (1994 - )

From
1994
Summary

In 1994 the University of Melbourne implemented Hewlett Packard TRIM as its official recordkeeping system for managing electronic documents and records. It was subsequently known as HP Records Manager (HP RM or HP RM8), and then Hewlett Packard Enterprise Content Manager (HPE Content Manager, HPE CM or Content Manager). HPE CM is an enterprise supported application. Records Services at the University are responsible for staff training, and for determining the classification structure, the Enterprise Classification Scheme (ECS). Registered staff from the University are able to create folders and file documents within this structure in HPE CM.

Details

The recordkeeping system is maintained by Records & Compliance (Records Services), who also determine the Enterprise Classification Scheme. These classifications are used as a key element of the titles of the top two level folders (or containers), eg GOVERNANCE -- Establishment.

"The Enterprise Classification Scheme (ECS) describes our common business language by identifying preferred and non preferred terms for describing documents in all of our information systems. The Enterprise Classification Scheme was developed by Records Services in partnership with the wider university community. It uses functional classification to describe the functions and activities the university performs and provides the context within which University records are created." [Source: https://wiki.unimelb.edu.au/pages/viewpage.action?pageId=73794532, UoM staff access only]

Registered staff from the University are able to create folders and file documents within this structure in HPeCM.

Each container and document in HPE CM is allocated a system generated identification number, known as a 'Record Number'.

In 2018 the University's Records Online Project commenced with the aim to increase records management compliance across the University, including the uptake of HPE Content Manager.

Sources used to compile this entry: The University of Melbourne, 'Content Manager', in The University of Melbourne, Records Services website, 2018, https://records.unimelb.edu.au/content-manager; The University of Melbourne, 'Records Online [University of Melbourne staff access only]', in Staff Hub, 2018, https://staff.unimelb.edu.au/governance/projects/current-projects/compliance/records-online; The University of Melbourne, 'Records Online [University of Melbourne staff access only]', in University of Melbourne Wiki, 2018, https://wiki.unimelb.edu.au/pages/viewpage.action?pageId=73794532.

Published Resources

Reports

  • Tropea, Rachel, HPECM Enterprise Classification System, eScholarship Research Centre, University of Melbourne., 2018. Details

Online Resources

Created: 17 December 2018, Last modified: 19 December 2018