1 Records Management Network23 May 2017

2 Agenda Welcome and IAM Kathryn Dan, Associate Director, Records & Compliance HP Records Manager/Content Manager 9.1 – Introduction to the new version Michelle Cooper, Records Training, Project Services Discussion and Break Updated Retention & Disposal Authority – The Key Changes Chris Stueven, Records Analyst, Records & Compliance Improved Recordkeeping Project – MGSE Case Study Carmela Gallo, Records Analyst, Records & Compliance Launch of Records Management Network Webpage Imogen Telfer, Records Officer, Records & Compliance Thank you and Notice for the Next Meeting Kathryn Dan, Associate Director, Records & Compliance

3 Information Awareness Month 2017

4 Records System Software Upgrade22 May 2017

5 What’s New in HPE Content Manager? Name & IconHP Records Manager 8.2 HPRM HPE Content Manager 9.1 CM HP Records Manager & HPE Content Manager is the same records management system with a new name and upgraded integration and functionality. For many years we had TRIM and then we had HPRM and now we have Content Manager or CM. When you install the software on Monday 22nd May it will remove the HPRM icon but you will need to add the shortcut icon to your own desktop. Let’s now look at the changes and improvements Note: You will need to install the new icon on your own desktop

6 What’s New in HPE Content Manager? ToolbarUoM Toolbar Some toolbar buttons have been updated: New Expert UoM Toolbar Toolbar designed for Folder Creators: For the remainder of the session we will combine the presentation with a demonstration on CM. When you first launch CM it will open with a new global setting which a change to the current University of Melbourne toolbar and an additional toolbar for the users who are also Folder creators. The UoM toolbar only has a slight change to the “Edit” button image but all the same icons are there. The new UoM Expert toolbar has specifically been designed to contain all the icons Expert or Power Users need in creating and managing folders. GO TO DEMO They can access the Classification Scheme, create the Folder, amend the Properties, add Security, amend the dates, create new Parts, copy Folders and add relationships from the one toolbar without having to navigate to different icons on different toolbars. Updated Edit Button – new image. New UoM Expert Toolbar – provides quick access to icons required to create & manage folders.

7 What’s New in HPE Content Manager? Shortcuts BarSome Shortcuts buttons have been added or updated: HPRM CM HPRM CM HPRM CM Trays: Removed: Records In or Due Tray, Added: Check In Styles Recents: Containers has replaced My Containers. Number of Recent Documents & Containers increased from 25 to 50. We’ve removed the shortcut buttons you don’t need – the look is cleaner and less cluttered and enables you to click quicker… In your Favourites, Thesaurus Terms have been removed. My Containers has been replaced with Containers - just more logical to call it that… But more exciting the number of Recent Documents and Containers has increased from 25 to 50. In the Trays Shortcuts Records In or Due Tray, has been removed Check In Styles has been added and that icon relates to new functionality in linking your Outlook folders to folders in CM and I’ll go into that functionality a little later… Favourites: Thesaurus Terms have been removed.

8 What’s New in HPE Content Manager? List PaneAdditional Columns added: Edit Status Last Updated By 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 Indicates who was the last person who viewed, or edited or updated the ‘Properties’ of the record If you have participated in the Improved Recordkeeping Project you will be familiar with these columns which have been included in the training or have customised on your PC. The ‘Edit Status’ column has an icon that easily identifies if you have a document open for editing or if somebody else does. It also indicates if a record has been finalised and made ‘Read Only’. The ‘Last Updated By’ column is also a great column and will immediately tell you who was the last person to have viewed or edited the record if a record has been moved from a folder to another folder or if the title or any of the properties of this record have been updated as well.

9 What’s New in HPE Content Manager? View PaneAdditional fields have been added to the View Panes for different Record Types: Documents Current Files Area Responsible All Versions Checked Out To Access Control Again, if you have participated in the Improved Recordkeeping Project you will be familiar with these view pane fields. The All Versions button lists all versions of the record if there is more than one. Checked Out To all shows you the name of the person who has it open for editing. In the Current Files view pane, Area Responsible lists the Business Unit who owns that folder. The Access Control view has been included to show you which business unit or units have access to the folder and records contained within it. You’ll notice that only the View Metadata field has the name of the business units security group listed. The other fields have “unrestricted” which used to be called “Everyone”. The reason only View Metadata is selected is only if you can access the Metadata, can you access the folder and its contents. The ‘Edit Status’ column has an icon that easily identifies if you have a document open for editing or if somebody else does. It also indicates if a record has been finalised and made ‘Read Only’. The ‘Last Updated By’ column is also a great column and will immediately tell you who was the last person to have viewed or edited the record if a record has been moved from a folder to another folder or if the title or any of the properties of this record have been updated as well. 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.

10 What’s New in HPE Content Manager? User LabelsUser 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 The most exciting change in this upgrade is the ability to create User Labels that can be accessed by everyone within your unit. How many of you currently use User Labels – I do and I love them and I love how I can organise my records in whatever way I want without effecting anybody else’s ability to find and use the records. With CM you can now create a User Label that can be accessed by everyone in your team. The only difference is you need to find the your team’s Access Control Group or ACG and create the User Label from here first.

11 What’s New in HPE Content Manager? User LabelsUser Labels Name the new User Label (and give it an Icon): I’ll demonstrate an example – how to do this is also on the Power Point Presentation. GO TO DEMO 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.

12 What’s New in HPE Content Manager? Saving EmailsSaving s from the HPE Content Manager Toolbar only Highlight the and click on the Check In icon to save into CM (no right mouse click to select ‘Check In’) Note: Saving s 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. If you’ve already been using the HPRM toolbar in Outlook to save your s as records that functionality is exactly the same. However if you have been highlighting your and right mouse clicking to Check In from HP Records Manager that functionality is no longer available. Instead, you just have to highlight the – click on the toolbar and select Check In.

13 What’s New in HPE Content Manager? Saving EmailsSaving s from the HPE Content Manager Toolbar only Select the Documents record type and OK. Don’t forget to select the Folder you want your to go into and click OK. You’ll then be prompted to choose the Record Type and save your with the same registration screen. It is still EASY to save your s as a record.

14 What’s New in HPE Content Manager? Saving EmailsSaving s from the HPE Content Manager Toolbar only Once the is saved into CM it will update the subject line with prefix of HPE CM. Once you’ve saved your as a record it will update the subject line in Outlook with HPE CM and the prefix of HPE CM. Previously it only updated with the name “HPRM” in the subject line. It will now be easier to locate your within CM (you just need to ensure you have the ‘Record Number’ Column in Outlook on.

15 Significant change in how we link Outlook Folders to CM Folders 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. The most significant change with this upgrade is how we link Outlook Folders to CM Folders. You used to be able to right mouse click on the folder select ‘Create Link’ and then choose the record type and the Folder in HPRM and it was done. There are a couple of additional steps but it also means that it will be easier when you want to duplicate the linked folders with additional Outlook Folders. Let me show you the process. GO TO DEMO

16 Significant change in how we link Outlook Folders to CM Folders 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 To create the link you’ll need to select the “Check In Style” button on the HPE Content Manager toolbar. The menu will appear on the right hand side of Outlook. Select the plus sign first to create your Check In Style – complete the Name Field (you can name your Check In Style – how you want but I would recommended using the name of the Outlook Folder & the Folder number in CM – it just makes it easier to identify which Outlook Folder belongs with which CM folder. You’ll then need to select the Record Type Documents from the blue kwik select button. Either type in or search for the Container or Folder number in CM. The ‘Show Check In Dialog’ box should also be checked. Untick this if you want your s to go into CM without the registration form appearing. It is not recommended that you click the ‘Delete after check in’ button as you may still want to access these s or search in Outlook. Click the ‘Done’ button. 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.

17 Significant change in how we link Outlook Folders to CM Folders 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 s to CM Your Check In Style should now appear in the window above Linked Folders. Then select the + sign and click on the blue Kwik Select button and the Select Folders menu should appear. Choose the Folder in Outlook you want to link to your CM folder and Click OK. Select the Check In Style from the Drop Down Menu and Click ‘Done’ Your Outlook Folder is now linked to your CM Folder.

18 What’s Changed in HP Content Manager? Saving at the Point of CreationSaving New Documents in Content Manager Saving MS Office Documents have improved You now have greater flexibility to save different formats, and it is quicker! To save a new document at the point of creation you will only be able to use the HPE Content Manager toolbar and click on the ‘Check In’ button you will then be prompted to specify the Record Type and then complete the registration form as you would normally would. Note : Those using Office 2010 pelase note that there will now be a HPE Content Manager Tab . You need to use this to save in your documents For those of you who have been already been saving the documents into HPRM using this method you will notice that the icons have new images but no significant difference. For others who have been saving to the file share first or onto their desktop you can now use this method. It still makes saving documents at the point of creation very easy. GO TO DEMO 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

19 Moving Documents from the File Share will remove them at the same time 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! To ensure that there are no duplicates of records on the file share and that records are being managed in the one environment when you move documents from the file share by using the ‘Send To’ function or drag & drop it will remove the document from the file share and the authoritative record is only on CM. This now makes it easier for everyone to know which is the latest document and will stop double handling of documents. If you need to keep a copy of the document from CM into the File Share you can use the Supercopy button to save a copy of the document back onto the file share. 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

20 What’s Changed in HP Content Manager? Editing by double clickingEditing 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 Just like in HPRM in CM there are always multiple ways to do the same thing – with editing you could always click on the Edit button, or right mouse click and select Edit from the Task Menu or you could use your keyboard and type Ctrl O. Another way of editing a document has been added and this is what I’m most excited about. You can now highlight a document in CM and when you double click it opens in edit mode – NOT read only like before. GO TO DEMO Who’s excited about this? Put up your hands please. Just like in Windows if you double click to open – it will open and you can start editing. Just remember you still need to save and close your record BEFORE closing CM. If you get a warning message to say that you still have a document ‘Checked Out’ it means you have to go back and close it. DO NOT IGNORE THIS MESSAGE!!! 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

21 HP Software Upgrade Information Session Questions?

22 Updated Retention & Disposal Authority – The Key ChangesChris Stueven, Records Analyst, Records & Compliance

23 Introduction to the Retention & Disposal Authority Why the changes? Contents University Records Introduction to the Retention & Disposal Authority Why the changes? Staff Resources More Information I am a Records Analyst in Records Services and I work with records. While sounding like a Records-anonymous, its our role to work with business units to embed effective, best practice records management and hopefully make A particular form of torture is reserved for treading over each individual change to a policy, and the changes are varied enough that I could never cover the all the areas that you work in. I’m going to go back to basics with the first part of this presentation and consider why organizations have this policy in place.

24 Spreadsheets Data Social Media Paper EmailUniversity Records Spreadsheets Data Social Media Paper As you can see the records we create, are as diverse and varied as the types of work we complete at the University. New types of records include survey data, or extracting information from existing university records for different activity. For example, data mining student course preferences to assist with targeted marketing to prospective students. Born digital data.

25 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)

26 University Retention & Disposal AuthorityThe University Retention & Disposal Authority sets out the requirements for the destruction of information, in line with legislative and University business needs. To keep up with these changes and new activities at the University, the RDA is an evolving document. The Records team maintain it so the categories reflect our legal and business requirements. It also moves with the various communities the University inhabits – the research community and the open data movement, student concerns of privacy and how we manage the information we collect on behalf of student and staff.

27 University Retention & Disposal AuthorityAccess & Retrieval Corporate Memory Assessment of Risk ‘Hit by Bus’ Scenario Privacy Preserve History/Reputation Retrieval and Access Readings in Carlton: The areas broken down into non-fiction/fiction, philosophy, art and design assists our ability to find information. Supermarket: The decision to include tomato in the vegetable section of the supermarket. It supports us to find information quickly and easily, and avoids the deluge if we are weeding information that is no longer required. A Gartner World report in 2014 estimated that we spend from 15% to 35% of their time searching for information.

28 Sorting Hat Building it into systems such as HPE Content Manager/Records Manager. Decommissioning of systems and managing the information for as long as required from thereon.

29 Why the changes? Legislative and business expectations.The amendments have reflected changes in our legislative environment. Specifically the Victorian Privacy & Data Protection Act and new interpretations of the Australian Code for the Responsible Conduct of Research. Colleagues in Records & Compliance assisted with accumulating feedback from University business units on draft versions of the RDA. The changing community expectations of privacy. What information do I expect my University to retain and for how long?

30 …and your feedback! Why the changes?Universities are engaged in more diverse activities than they have ever in their history. They are becoming more active participants in the commercial sector, commercialising the outputs of research intellectual property. And we will continue to take on your feedback. Enhanced the compatibility with all browsers Easier to use on other mobile platforms (Android/iPhone). We have further plans to update the RDA to make it more accessible to University staff. …and your feedback!

31 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.

32 Records Class: Unique number to identify the classRecords 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. This makes it easier to demonstrate the reason for the retention, rather than providing a seemingly arbitrary rule. This may be a particular legislation. Authority: The legislative reason or source of the expectation. These expectations have not been established arbitrarily.

33 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. Ethics – Faculty or School based Human Ethics Advisory Group minutes – these were often held locally in the past. RESEARCH – Commercialisation: Identification and investigation of commercial opportunities where the commercial activity did not proceed. New class, 7 years after last action completed.

34 Live on Thursday 1 June 2017 Replace the current ECS and RDA in HPE Content Manager.

35 Contact us Chris Stueven, Records Analyst, Records & Compliance Ph: E:

36 Improved Recordkeeping Project MGSECarmela Gallo, Records Analyst, Project Services

37 Improved Recordkeeping Project MGSECarmela Gallo, Records Analyst, Project Services

38 Launch of Records Management Network WebpageImogen Telfer, Records Officer

39 How can we make this page as useful for you as possible?A resource for you 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 https://staff.unimelb.edu.au/human-resources/salary-benefits-leave/professional-networks

40 © Copyright The University of Melbourne 2011