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Every single document that pertains to University business is a record, from financial statements to personnel files, and ANU is subject to a body of administrative law dealing with the control of records that must be observed by all employees of the University.

Given the volume of material that the staff of University Records deals with on a daily basis we’d like to remind you about some of the do’s and don’ts associated with university records that will make the management of records easier:

• Physically attach papers to a file so they don’t get lost. Just placing papers inside the file cover is not secure.
• Folio papers that are attached to a file (folioing is writing the next sequential number on the top right hand corner of every page that is attached to a file).
• Don’t stockpile papers that need to be added to official files. As much as possible pages need to be added in chronological order so add your documents to the file as soon as possible.
• Don’t attach multiple copies of a document to a file (for example ESP printouts or forms or unsigned copies of a contract).
• Remove any temporary post-it notes or reminders that you’ve attached to the file as the glue breaks down over a short period of time. If you need to record important information on a note then write it on normal paper, indicate the UniID to which the note belongs and either attach it to the file or send it to University Records to attach.
• Don’t attach further papers to a file that has a closure notice attached.