Information and Records Management - University of Canterbury - New Zealand

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            Information and Records Management (IRM)

            Information is a vital and valuable University resource. The Information and Records Management unit provides UC staff, business units and Colleges with advice and guidance on how to most efficiently and effectively manage their information assets. Situated within the Registrar’s portfolio, the Unit also provides support in the related areas of risk management, compliance and audit.

            The aim of the Unit is to support the University’s strategic direction by ensuring knowledge is created, disseminated, available to be critiqued and ultimately protected, while ensuring that the University’s documentary heritage is preserved as archives for future generations.

            Records Management Policy


            Practical Tips for Privacy

            Actions we can take to protect individuals' Privacy at UC:

            • Projects: Think about potential privacy issues, concerns or preventative steps that you may need to be aware of at the beginning of any new project or workstream. This Privacy Impact Assessment Handbook may come in handy.
            • Email Management: Read through our Email Management Guidelines for tips on sending emails efficiently and without error.
            • Training: If you or any of your team members are interested in having some UC specific Privacy Training, please contact and we will set something up for you.
            • Read: the UC Privacy Policy
            • Report: any potential privacy breaches or concerns immediately to the Registrar's office ( for advice on what to do next.

            Read more about Privacy and Official Information Act guidelines at UC on our Privacy, OIA and Information Management Network webpage.

            IRM Process Manual

            A user friendly manual supplement training, covering all aspects of the IRM team activities on campus (paper and digital records management, privacy, copyright, official information act requests and corporate information management).

            Particularly useful are the sections on the transfer and disposal of hardcopy records according to a set process supported by the Information and Records Management team, and a section on the Official Information Act and Privacy Act.

            Information & Records Management Process Manual (PDF, 257KB)

            Information Management Network

            The former Privacy Network has been reformed?and renamed the Information Management Network to reflect the crucial role of information management in managing individuals privacy.

            The Information and Records Management team are beginning an information management awareness and training programme for business units and colleges across campus. Areas covered will include privacy, official information, public records and copyright.

            SMT members have selected nominees from their portfolios who will be members of the network. For more about the network, see the Privacy, OIA, and Information Management Network page.