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ERMS users
About ERMS
What is ERMS?
The University has developed an Electronic Records Management System (ERMS) to facilitate effective records management and improve efficiencies in administrative work practices.
ERMS has replaced the paper based Central Records System (CRS) which controlled the University's official paper based files.
What are the benefits of using ERMS?
ERMS provides a central repository for capturing and maintaining evidence of and information about University business activities and transactions. ERMS enables you to manage records electronically so that you can:
- easily search and find what you are looking for in one location
- create, store and share records
- reliably track versions
- control access to sensitive records.
ERMS content
Should all information go into ERMS?
No. ERMS is used for managing records that contain evidence of managing the business of the University and is not a repository for all information created or received by the University.
Examples of records that are in ERMS include staff and student files, contracts, and meeting agendas and minutes that document decisions.
Records retained within ANU enterprise systems will not be duplicated in ERMS ensuring that there is a single source of truth. So a record will either exist in ERMS or in an enterprise system.
What is a record?
Records may be in any electronic format, including email, documents, photographs and audiovisual materials. It is the content of the record that is important, not the medium.
Information is a record when:
- it is created or received by staff in the process of conducting University business
- it documents decisions and actions taken on behalf of the University
- it provides evidence of an outcome or decision.
How long do I need to keep a hard-copy document once it has been scanned and added to ERMS?
Scanned hard-copy documents can be destroyed after the scanned copies have been quality assured and captured to ERMS.
Using ERMS
How do I use ERMS?
To assist you in using ERMS and managing your records, training, together with procedures and reference guides are available.
Do I have to use ERMS?
Yes, if you create records which document decisions and actions taken on behalf of the University. Note also that all current ANU student and staff files have been digitised (scanned into electronic format) and are only available via ERMS. ERMS automatically creates files for new staff and students.
Access to ERMS and ERMS content
How can I access ERMS?
ERMS is a web based application that can be accessed via the ANU Services website. The ERMS link is in the systems list (with HORUS, email etc.).
ERMS is also available to Windows PC users through the ERMS Desktop Integration Suite (DIS) that allows you to access ERMS via Windows Explorer. The process of applying the Desktop Integration Suite to PCs across Colleges and Service Division has begun. You will be advised when ERMS DIS is available in your Service Division or College.
Can I access ERMS from home, or from my tablet or smart phone?
Yes, you can access the ERMS from home or abroad through your laptop, tablet or smart phone via any device as long as you are connecting via a Virtual Personal Network (VPN).
Details on how to connect to a VPN are located on the Information Technology Services website.
Can I view my staff file?
No, you are not authorised to access your own staff file in ERMS under any circumstances. To access your staff file, you will need to lodge a request to access your file under section 15A of the FOI Act 1982 with the Director, Human Resources Division.
How can a student view their student file?
The student will need to lodge a request to access their file with the Registrar, Student Administration.
Searching ERMS
I'm sure there is a document/folder in ERMS but I cannot find it. What do I do?
Try a combination of different search terms and filters to find the document/folder. You can also browse within the BCS structure under the appropriate Function and Activity to find the right folder.
Remember, you can also contact the ERMS helpdesk on extension 54321 option 1 option 7, or send an email enquiry to records@anu.edu.au.
I found a folder/document’s details are incorrect (spelling error, name has been changed, classification is incorrect etc.) How do I rectify this?
-
For documents see ANU ERMS User Reference Guide: 8.2.4 Updating Record Metadata
- For folders see your local Power User
- Contact University Records.
A document is in the incorrect folder. How do I move the document to the correct folder?
- For pages within a scanned document, raise a ServiceNow Request, making sure that you provide the document number and folder title and the folder it is to be moved to.
- For information about creating a ServiceNow Request see ERMS ServiceNow Request guide.
CRS legacy records and network drives
What happens to my files on the network/shared drives?
Network and shared drives are remaining to provide an area for accessing and working on existing documents. As records are identified within these drives they may gradually be transferred to ERMS.
What is happening to the paper files that were managed through CRS?
The Central Records System (CRS) which controlled the University's official paper based files has been replaced by ERMS and is no longer available. University Records will no longer create paper files.
Some CRS files have been digitised (such as current staff and student files) and their content is available electronically in ERMS.
Information about paper-based files is available within ERMS. You can request a copy of a paper file from University Records and the file will be sent to you.
Updating your contact details
I am changing business units. Do I need to advise University Records?
Yes, it is important that you advise University Records once you have changed to the new college/school or other business unit. University Records can then update your ERMS security group settings.
ERMS contacts
Who is the ERMS Power User or Representative for my area?
University Records can advise you of the names of ERMS Power Users and Representatives for your area.
ERMS Power Users
I am a new ERMS Power User, what types of records should units store in the ERMS?
All business units should store the following records in the ERMS:
- Agreements and contracts
- Acquisition and procurements of equipment and other assets
- Budgets
- Committees
- Event arrangements
- Management of projects
- Policies, procedures and guidelines
- Revision or creation of courses and teaching programs (Colleges and Schools)
- Website development, modifications and maintenance.
Where can I find information on creating ERMS folders?
The following documents will give you information on how to create ERMS contribution folders:
- ERMS Process Guide 3: Folder Development and Access Process
- ERMS Naming Conventions
- ERMS Folder Creation and Titling Conventions
- ERMS Record, Location, Access Spreadsheet
- Power User Reference Guide (available from University Records)
Contact University Records.
ERMS training
Do you provide training in ERMS, and what does it involve?
Yes, the following training together with procedures and reference guides are available:
- Pulse online ERMS User training
- Face-to-face ERMS Power User, ERMS User and ERMS Refresher training see HORUS
- Contact University Records for one-on-one or small group ERMS Power User, ERMS User training.
Contact
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