Electronic Records Management System
Business owner: Scholarly Information Services
The ANU Electronic Records Management System (ERMS) is a central repository for the University records. As a formal recordkeeping system, ERMS enables ANU records to be managed in a compliant manner in accordance with requirements outlined in recordkeeping legislation, standards and best practice. ERMS enables easy and efficient search and retrieval of records and provides sophisticated electronic records management capabilities to ensure that ANU records can be captured, found, accessed, secured, tracked, shared, and managed over time.
What types of records should be stored in the ERMS?
ERMS is used for managing records that contain evidence of managing the business of the ANU. All business units should store their records in the ERMS and take particular care that the following types of records are kept:
- Agreements and contracts
- Acquisition and procurements of equipment and other assets
- Building records and plans
- Budgets
- Committee agendas and minutes
- Event arrangements
- Management of projects
- Policies, procedures, and guidelines
- Revision or creation of courses and teaching programs (Colleges and Schools)
- Student related records
- Staff records
- Website development, modifications, and maintenance.
Records retained within an approved ANU enterprise system do not need to be duplicated in the ERMS to ensure there is a single source of truth.
ERMS roles and responsibilities
The University Records team administers the ERMS and is responsible for:
- managing the overall processes within ERMS
- creating and managing membership of security groups
- updating and managing disposal authorities in ERMS
- providing organisation-wide business support and advice for ERMS.
ERMS Power Users are staff nominated by College and Service Divisions to:
- create folders and folder structures, under the BCS framework, to allow staff to contribute records
- receive and create lists of approved individuals who are to have access to particular folders
- submit requests to the ERMS Administrator for creation of folder access groups (i.e., security groups)
- apply security groups to restrict access to records or folders (as authorised).
Some Power Users also fulfil the ERMS Representative role below.
ERMS Representatives are staff nominated by College and Service Divisions to:
- coordinate the ERMS effort within the local area
- be the first point of contact for ERMS communications
- disseminate communications to staff
- receive, answer or source answers for questions from staff.