Records Management Network
23 May 2017
Agenda
1.
Welcome and IAM 2017
Kathryn Dan, Associate Director, Records & Compliance
2.
HP Records Manager/Content Manager 9.1 – Introduction to the new version
Michelle Cooper, Records Training, Project Services
3.
Discussion and Break
4.
Updated Retention & Disposal Authority – The Key Changes
Chris Stueven, Records Analyst, Records & Compliance
5.
Improved Recordkeeping Project – MGSE Case Study
Carmela Gallo, Records Analyst, Records & Compliance
6.
Launch of Records Management Network Webpage
Imogen Telfer, Records Officer, Records & Compliance
7.
Thank you and Notice for the Next Meeting
Kathryn Dan, Associate Director, Records & Compliance
Information Awareness Month 2017
Records System Software Upgrade
22 May 2017
What’s New in HPE Content Manager?
Name & Icon
HP Records Manager 8.2
HPE Content Manager 9.1
HPRM
Note:
You will need to install the new icon on your own desktop
CM
What’s New in HPE Content Manager?
Toolbar
UoM Toolbar
Some toolbar buttons have been updated:
New Expert UoM Toolbar
Toolbar designed for Folder Creators:
Updated
New
• Edit Button – new image.
• UoM Expert Toolbar – provides quick
access to icons required to create &
manage folders.
What’s New in HPE Content Manager?
Shortcuts Bar
Some Shortcuts buttons have been added or updated:
HPRM
CM
HPRM
Favourites:
Thesaurus
Terms have
been removed.
CM
Recents:
Containers has
replaced My
Containers.
Number of
Recent
Documents &
Containers
increased from
25 to 50.
HPRM
CM
Trays:
Removed:
• Records In
or Due
Tray,
Added:
• Check In
Styles
What’s New in HPE Content Manager?
List Pane
Additional Columns added:
Edit Status
Edit Status
Icon indicates if a document is Checked In
(available for editing), Checked Out (currently
being edited by yourself or another user),
Finalised (read only)
Last Updated By
Last Updated By
Indicates who was the last person who viewed,
or edited or updated the ‘Properties’ of the
record
What’s New in HPE Content Manager?
View Pane
Additional fields have been added to the View Panes for different Record Types:
Documents
Current Files
Area Responsible
All Versions
Checked Out To
Access Control
Retention Schedule
Note: Some view pane fields have had the order they had previously appeared moved. The View Pane fields in all record
types can be customised and the order can be changed to suit the user.
What’s New in HPE Content Manager?
User Labels
User Labels
Find the Location to create the new User Labels:
Note: User
Labels that
you want
accessed by
your team can
only created
from the
location. You
can find your
access control
group from the
find Locations
button on your
toolbar and
typing acg* in
the name field
What’s New in HPE Content Manager?
User Labels
User Labels
Name the new User Label (and give it an Icon):
Trays:
You cannot provide access to your existing User Labels – you must create a new one with Owner being the group (not
yourself). Once you’ve created the User Label it can be amended and have records added to it at any time and by
anyone within the group.
What’s New in HPE Content Manager?
Saving Emails
Saving Emails from the HPE Content Manager Toolbar only
Highlight the email and click on the Check In icon to save into CM (no right mouse
click to select ‘Check In’)
Note:
Saving emails can only be done
from the HPE Content Manager
toolbar using the Check In button.
The right mouse click Check In
menu is no longer available in CM.
What’s New in HPE Content Manager?
Saving Emails
Saving Emails from the HPE Content Manager Toolbar only
Select the Documents record type and OK. Don’t forget to select the Folder you
want your email to go into and click OK.
What’s New in HPE Content Manager?
Saving Emails
Saving Emails from the HPE Content Manager Toolbar only
Once the email is saved into CM it will update the subject line with prefix of HPE CM.
What’s New in HPE Content Manager?
Linking Outlook Folders to Folders in CM
Significant change in how we link Outlook Folders to CM Folders
• Click on the HPE Content Manager Toolbar in Outlook
• Select the Check In Styles Icon
Note:
There is no longer a
‘Create Link’ icon. To
link an Outlook Folder
you will need to select
and/or create a
‘Check In Style’ and
then link it to a folder.
What’s New in HPE Content Manager?
Linking Outlook Folders to Folders in CM
Significant change in how we link Outlook Folders to CM Folders
• Click on the HPE Content Manager Toolbar in Outlook
• Select the Check In Styles Icon
Note: It makes it easier to use the CM Folder number in the
title of the Check In Style and you can type this into the
Container field without having to search in CM or to use to
link additional outlook folders.
Ensure you click ‘Done’ before selecting the “+” on
the Linked Folders section.
What’s New in HPE Content Manager?
Linking Outlook Folders to Folders in CM
Significant change in how we link Outlook Folders to CM Folders
• Select the Folder in Outlook
• Select the Check In Style
Note:
Ensure your
Check In Style
has been
created before
you create the
Linked Folder.
Rename
your Outlook
Folder by
adding the
CM Folder
number to
the Title so
you know
which
Outlook
Folders will
save emails
to CM
What’s Changed in HP Content Manager?
Saving at the Point of Creation
Saving New Documents in Content Manager
• Saving MS Office Documents have improved
• You now have greater flexibility to save different formats, and it is quicker!
Note:
You can change the document format prior to Check In by selecting the drop down button on the Check In button.
(Eg. Change format from .dotx to .docx
What’s Changed in HP Content Manager?
Moving Documents from the File Share
Moving Documents from the File Share will remove them at the same time
• Using the ‘Send To’ or Drag & Drop function to move documents from the file
share into HP Content Manager will automatically delete them from the file share
• Ensures that only the document in CM is used as the authoritative version!
Note:
If you want this default changed unselect the check box ‘Delete document after it has been Processed’ from the CM Options
Menu (Dropped Files) or you can take a ‘Supercopy’ of the document and save it onto the File Share
What’s Changed in HP Content Manager?
Editing by double clicking
Editing in CM can now be done 4 ways:
• clicking the Edit Button on the toolbar
• right mouse clicking on the document and selecting Edit from the Task Menu
• highlight the document and type CTRL O on the keyboard
• double clicking on the document
Note:
To view the document in read only mode select the View button on the toolbar
Ensure you close the document when you’re finished so it checks back into CM the edit status on the toolbar will
indicate if you still have the document open for editing
HP Software Upgrade Information Session
Questions?
QUESTIONS?
Updated Retention & Disposal Authority –
The Key Changes
Chris Stueven, Records Analyst, Records &
Compliance
Contents
1.
2.
3.
4.
5.
University Records
Introduction to the Retention & Disposal Authority
Why the changes?
Staff Resources
More Information
University Records
Spreadsheets
Data
Social
Media
Paper
Email
What is a Record?
‘…recorded information, in any format (e.g. electronic,
paper, image) created or received by staff of the University
in the course of conducting their University duties.’
Records Management Policy (MPF1106)
University Retention & Disposal Authority
The University Retention & Disposal Authority sets out the
requirements for the destruction of information, in line with
legislative and University business needs.
http://info.records.unimelb.edu.au/RDA/
University Retention & Disposal Authority
• Access & Retrieval
• Corporate Memory
• Assessment of Risk
• ‘Hit by Bus’ Scenario
• Privacy
• Preserve History/Reputation
Sorting Hat
Why the changes?
Legislative and business expectations.
Why the changes?
…and your feedback!
Resources
RETENTION & DISPOSAL AUTHORITY
ENTERPRISE CLASSIFICATION SCHEME
MAPPING DOCUMENT
University Records have documented the key changes that detail the transition from the
previous Retention & Disposal Authority and Enterprise Classification Scheme, to the
current version.
Records Class: Unique number to identify the class. Used in Destruction Lists, transfers of records to
Records Services and HPE Content Manager when you create a Folder.
Disposition Rule: The period we are required to retain the information – temporary or permanent.
Authority: The legislative reason or source of the expectation. These expectations have not been
established arbitrarily.
Spotlights
RESEARCH - Agreements – 0600/0700/8: Legal Agreements that contain
intellectual property clauses were retained for 7 years however are now Permanent.
STUDENT MANAGEMENT – Graduations - : Uncollected testamur retention
amended from 2 to 7 years after action completed.
[EACH FUNCTION] – Compliance: Documentation that demonstrates our
compliance with external legal or accreditation obligations. 10 year retention.
RESEARCH – Ethics: Ethics proposals, approvals and amendments relating to
research projects. Previously 7 years, now Permanent.
RESEARCH – Ethics: Ethics proposals, approvals and amendments relating to
research projects. Previously 7 years, now Permanent.
RESEARCH – Commercialisation: Identification and investigation of commercial
opportunities where the commercial activity did not proceed. New class, 7 years after
last action completed.
Live on Thursday 1 June 2017
Contact us
Chris Stueven, Records Analyst, Records & Compliance
Ph: 834 45210
E: [email protected]
Improved Recordkeeping Project
MGSE
Carmela Gallo, Records Analyst, Project
Services
Improved Recordkeeping Project
MGSE
• School Executive Director encouragement
Improved Recordkeeping Project
• Advocacy role MGSE
• Improved Recordkeeping Project Perspective
- First time we had 100 people to roll out
- Faculty made up of 9 business units and 9 centres, some
had only oneCarmela
professional
staff
Gallo,
Records Analyst, Project Services
- We had our internal stages deadlines to meet.
- Current state MGSE = in transition
1
Launch of Records Management Network
Webpage
Imogen Telfer, Records Officer
A resource for you
http://records.unimelb.edu.au/services/records-management-network
• How can we make this page as useful for you as
possible?
– Contact list of HPE Content Manager (HPRM) Local
Experts?
– List of people who attend these meetings?
– Links to other University/outside resources?
– …?
– Let us know at [email protected]
https://staff.unimelb.edu.au/human-resources/salary-benefitsleave/professional-networks
© Copyright The University of Melbourne 2011