Access to University records is subject to the Records Management Policy (MOPP F/8.1). The University's general approach to recordkeeping is one of openness, in that staff may access records about University activities, except where the records qualify for restricted access.
For access by persons other than QUT staff, consult the FOI policy (MOPP F/10.1). Individuals wishing to consult records referring to them personally may do so in accordance with QUT's administrative access arrangements (see F/10.1.1 and the privacy protocols at http://www.governance.qut.edu.au/compliance/privacy/protocols.jsp)
Records are restricted from access by staff and members of the public if they contain information which would unreasonably intrude on the personal privacy of individuals, including staff, or if they contain information that has been obtained in confidence (eg confidential legal advice or commercial-in-confidence transactions).
Committee Records
In the context of accountability and transparency, QUT operates from the principle that all Council and committee records (ie agenda, minutes, reports and submissions, and other papers considered by the committee) document matters of public record concerning our functions and activities (see MOPP A/3.2 - QUT's Committee Structure). However, there are issues of confidentiality, privacy, and commercial or legal sensitivity which must be addressed in the ways in which documents are made available or withheld.
A distinction is drawn between public or general access to the records, and access by staff or officers of QUT who have a demonstrated need for access in order to fulfil their functions or responsibilities.
The following issues will be considered in determining whether committee records are generally accessible or whether more limited access arrangements are warranted:
- do the records contain information which would unreasonably intrude on the personal privacy of individuals, including staff?; an example may be committee records which refer to an unsuccessful applicant/nominee for an award, or which record deliberations on candidates in selection and recruitment processes;
- do the committee records relate to sensitive business affairs of the institution, for instance, our strategic planning and management processes or audit function?
- has information in the committee records been obtained in confidence (eg honorary doctorate nominees, confidential legal advice or commercial-in-confidence transactions)?
Committee records are restricted as follows:
- open - access to documents of a committee is provided through RMS, agenda sheets and confirmed minutes are published on the Governance Services web site, and full agendas are available through TRIM or by contacting RMS;
- limited - access to documents of a committee is provided through RMS only after consultation with the relevant committee officer as to the nature of information requested and the reasons for the request - if the committee officer has concerns about the request, then it may be referred to the Director, Governance Services, or in their absence, the FOI Officer; agenda sheets and confirmed minutes are not published on the Governance Services web site;
- confidential - access to documents of a committee is provided through RMS only after consultation with the Director, Governance Services, or in their absence, the FOI Officer who may determine whether access is available directly or only through a formal FOI application; agenda sheets and confirmed minutes are not published on the Governance Services web site.
Where committees are designated on open access, all agendas and minutes, but not submissions, will be published on the Governance Services's web site. It may be that individual documents of an open access committee will occasionally be designated as confidential or limited access, in which case they will not be published on the web site.
Administrative Records
Subject to access restrictions, administrative records are available to QUT staff to fulfil their functions or responsibilities.
Records created in 2006 and onwards are available through the corporate electronic recordkeeping system, TRIM. For records dated prior to 2006, or for staff who do not have access to TRIM, please contact RMS to make a request. When making a request please provide as much detail about the record as possible to assist RMS staff with retrieval, for example, the topic, author and approximate date range.
RMS staff will transfer the file to the requesting officer via email, fax or internal mail depending on the size of the document. Or alternatively the requesting officer can arrange to collect the file.
Archival Records
Records held in the University Archive are available for viewing by all QUT staff, subject to access restrictions. Due to their age and importance, archival records are not loaned out to staff, but must be viewed on site.
To view archival records please contact RMS to arrange an appointment.
Student Records
Student records can not be accessed through RMS. All requests for student records should go to Student Business Services.
Staff Records
Staff records can not be accessed through RMS. All requests for staff records should go to the Human Resources Department