(1) This Guideline describes approved electronic document management platforms and key business systems used at ACU. (2) The purpose of this Guideline is to list the approved document management platforms and key business systems used to capture, manage and store electronic business records at ACU. (3) Platforms specifically designed for electronic document management that are used to manage mixed business subject matter at ACU are noted with an asterisk in this guideline. These platforms contain records predominantly created using the MS Office suite of products. (4) The University utilises a range of other core systems that are required and used to create and manage business records for specific purposes and transactions (e.g. finance records, staff records and employee records). These applications (apart from inMailx for email integration with OpenText Content Manager) are not managed by the Records and Archive Management Team. (5) ACU utilises a de-centralised records management model. This means that individual business system owners are responsible for correct management of business records. This includes management of appropriate security controls, privacy controls and retention and disposal actions as defined in the following documents in the ACU Policy Library: (6) This document will be updated when old business systems are decommissioned and new business systems become available. (7) The approved ACU EDRMS is listed below: (8) Key business systems used by ACU staff are listed in the table below. The list includes platforms, applications and systems that are needed for specific functions, transactions and activities to support core business as usual work across the ACU enterprise and IT eco-system. They are designed and intended to store and manage business records in a range of formats and outputs (9) Unless otherwise indicated, this Guideline will still apply beyond the review date.Approved Business Systems Guideline
Section 1 - Background
Section 2 - Purpose
Section 3 - ACU Approved Electronic Document Records Management System (EDRMS)
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Approved Electronic Document Records Management System
Purpose
Business System Owner
*OpenText Content Manager (TRIM)
Chief Legal Assurance and Governance Officer
Section 4 - Key ACU Business Systems
Approved Business System
Record Type
Business System Owner
Alma
Library Management System. This includes the Primo sub-module for bibliography.
Director, Libraries
Aurion
Payroll
Chief People Officer
Banner and Banner Document Management
Student records
Academic Registrar and Director, Student Administration
Canvas
Student learning management
Director, Centre for Education and Innovation
CARM
Risk Management System
Chief Legal Assurance and Governance Officer
Curriculum Management Approval System (CMAS)
Management of course approval processes
Academic Registrar and Director, Student Administration
Chemwatch
Chemical registers and WHS risk assessments for hazardous chemicals
Chief People Officer
DDMS
Disability Data Management System
Director, Student Experience and Enhancement
Diligent
Board management software used for distributing meeting papers securely and digitally
Chief Legal Assurance and Governance Officer
inMailX
Email integration application for Content Manager and SharePoint Online
Chief Legal Assurance and Governance Officer
InPlace
InPlace supports all users (University, Employers and Students) in a single fully integrated system showing a consistent and current view of all placement related activity.
Director, Centre for Education and Innovation
Jovexa
Policy Development Software
Chief Legal Assurance and Governance Officer
Orion
Research management
Academic Registrar and Director, Student Administration
Riskware
WHS management system
Chief People Officer
ServiceNow
Staff and student inquiries (Service Central and AskACU)
Chief People Officer
*SharePoint Online
Chief Information and Digital Officer
StarRez
Student accommodation records
Director, Student Experience and Enhancement
TechOne
Financial administration
Chief Financial Officer
Section 5 - Review
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Note: The default university approved Electronic Document Records Management System (EDRMS) is OpenText Content Manager (previously known as TRIM). This application is administered by the Records and Archive Management (RAM) Unit in the Legal Assurance and Governance Directorate. This application complies with the ISO15489 records management standard.
Default approved Electronic Document Record Management System (EDRMS). This records application is administered by the Records and Archive Management Unit.
It should be used for business records that require high-level security. This application contains an established Business Classification System (BCS). The application includes advanced security, audit controls and retention and disposal functionality as default functionality.
Document Management platform managed by the Information Technology Directorate for electronic business records that cover a wide (mixed) range of subject matter created across the University.
Records in this platform are primarily created using the MS Office suite of products. It is also integrated with Microsoft Teams.