In accordance with the State Records Act 2000 (the Act), University Student Guilds, established under their university’s legislation, 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 record keeping system.
Note: ‘Elected members’ in this advice refers to student Guild members elected to positions as Councillors, Senators, Department Heads or Officers of a Western Australian University Student Guild.
Which records should be captured?
| YES - forward to your Guild Administration |
|---|
Communications (such as email or letter) to and from students, such as:
|
Records/ file notes documenting verbal communications between an elected member and another party, leading to a decision or action, such as:
|
Social Media – where the posts:
|
| Messages – including texts and those posted on messaging apps such as WhatsApp or Teams, pertaining to elected members' official duties. |
| Liaison – with stakeholders, unions, student bodies, etc. |
| Presentations and speeches –delivered by elected member’s official duties. |
| 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:
|
| Electioneering – documentation relating to personal campaigning for election to Guild positions. |
| Personal records – not related to an elected member’s official duties. |
Disposal of records: Once you no longer need them, return all records to Guild Administration for legal retention and disposal in accordance with an appropriate and approved Disposal Authority. For more information contact your Guild Administration.
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