In accordance with the State Records Act 2000 (the Act), University Student Guilds and their Elected Members must create and capture records which convey information regarding student guild business or functions. These records should be forwarded to Guild Administration for capture into the official recordkeeping system.
Which records should be captured?
| YES - forward to your Guild Administration |
|---|
|
Communications to and from students, such as:
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| Telephone, meetings and other verbal conversations – between an elected member and another party, leading to a decision or action |
|
Social Media – where the posts:
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| Liaison – with stakeholders, unions, student bodies, etc. |
| Presentations and speeches –delivered by elected member’s official duties. |
| Activities organised by Guild clubs or societies. |
| NO - do not need to forward to your Guild Administration |
|---|
| Duplicate copies – of Guild meetings, agenda, minutes and papers. |
| Draft documents or working papers – which are only copies of Guild documents. |
| Publications – e.g. external newsletters and journals. |
| Invitations – to community events where an elected member is not representing the Guild or students. |
|
Telephone, meetings and other verbal conversations which:
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| Electioneering – documentation relating to personal campaigning for election to Guild positions. |
| Personal records – not related to an elected member’s official duties. |
Destruction of records: Once you no longer need them, return all records to Guild Administration for legal retention and disposal.
State Records Office of Western Australia at sro@sro.wa.gov.au
