COPYRIGHT AT VICTORIA
FOR TEACHING AND
LEARNING
You are able to use copyright material for
teaching and learning, provided that you
comply with the requirements of either
the NZ Copyright Act, or the licenses
granted to the University for the use of
copyright material. For more information
visit victoria.ac.nz/about/governance/
copyright. In the NZ Copyright Act the
educational provisions are very restrictive
– there are no ‘fair dealing’ provisions in
New Zealand.
For further information contact
[email address]
OFFICIAL INFORMATION
ACT
Information and Records
All information held by the University,
including by Council or by individual
staff members, is subject to the Official
Management
Information Act (OIA), and therefore
can be requested by any member of
the public. This includes all emails,
files, memos, records, images and
What you need to know
even handwritten notes. Any request
for information comes under the OIA,
whether the requester refers to the OIA
or not.
All OIA requests should be forwarded to
[VUW request email] - it is important
to act promptly as all requests for
information must be responded to within
20 working days of receipt of the request.
NEED HELP OR ADVICE? Visit our intranet site at intranet.victoria.ac.nz/
services-resources/record-management or contact the Information and
Records Management team at [email address]
Capital thinking. Globally minded.
WHAT IS UNIVERSITY
WHO DOES THIS APPLY
SECURITY OF
INFORMATION?
TO?
INFORMATION,
DOCUMENTS AND
You! All permanent and temporary
•
Anything that records University
RECORDS
University staff, academic and
decisions, actions or activities.
professional (including contractors).
Always keep University information,
•
Can be in any format - emails, texts,
You are responsible for the records you
documents, and records secure at
The Information and Records
Word documents, social media,
create or receive when conducting
all times. This includes transferring
Management (IRM) team has a
PowerPoint, Excel, or hard copies.
University business. They belong to the
information on a USB stick or accessing
University-wide mandate to support
University – check with your manager
it remotely – including the use of home
the management of information and
about the processes and procedures.
WHY IS IT IMPORTANT?
computers or personal devices. Ensure
university records at the University.
the devices you use remotely are
HOW? IT’S EASY
password protected and have up to date
Make sure you are familiar with the
So everyone can:
anti-virus protection and that you are
policies relating to information and
•
Always use University systems such
•
Find the right and most up to date
familiar with the information security
as email, shared drives, SharePoint,
records management here: victoria.
information and the documents we
policies and procedures. ( You can find
to save, store and share your
ac.nz/about/governance/strategy/
need, when we need it.
these at victoria.ac.nz/about/governance/
University information. (Dropbox,
policies).
•
Keep information private and secure.
strategy/library-and-information-systems-
Box and Google Docs are not
You can contact us with any queries
university approved systems). If you
policies).
•
Be confident that the information is
at [email address].
are not sure which system to use, ask
they have is correct.
INFORMATION,
your manager.
•
Have evidence of how, why and when
DOCUMENTS AND
•
Ask yourself – could someone else
actions and decisions were taken (to
RECORDS THAT CONTAIN
find this information easily when
show accountability to stakeholders
PERSONAL OR SENSITIVE
they need to?
(staff, students, alumni, University
INFORMATION ABOUT
Council), government and the wider
•
Not sure if you can delete or destroy
STAFF AND OR STUDENTS
community).
information, documents or records?
Contact the Information and Records
You need to take particular care
•
Manage and mitigate risks associated
Management team for advice.
when creating, accessing or handling
with business continuity and
information, documents and records that
information security.
HOW THIS HELPS YOU
contain personal or sensitive information
•
Access documents that record past
about staff or students. If you have access
You can:
decisions, actions and events, so that
to this type of information as part of your
we can understand the decision,
•
Find information you need quickly
role at the University ensure that you
what worked well, what didn’t work
and easily, when you need it.
lock your pc whenever you leave it. Do
so well and how we can improve.
not access University systems containing
•
Keep your documents, files and other
personal or sensitive information from
records secure.
insecure locations (e.g. internet cafes)
•
Share information easily with others.
or unsecured personal devices. If the
records are physical ensure that they are
locked away when not in use.
NEED HELP OR ADVICE? Visit our intranet site at intranet.victoria.ac.nz/services-resources/record-
management or contact the Information and Records Management team at [email address]
